Executive Assistant

Closed

Assistant Assistant Microsoft Office

Location

Singapore

Benefits

Extra health insurance

Travel/company trips

Others

Job Overview And Responsibility

1. Calendar and email management: - Manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements. - Monitor and prioritize emails, drafting responses or redirecting as necessary. - Screen and direct phone calls and distribute correspondence. - Advise of time-sensitive and priority issues, ensuring appropriate follow-up with action on matters which fall within the MD and Senior Executive Assistant’s responsibility. Outcomes: - Efficient scheduling and communication, allowing the MD to focus on strategic priorities. - Well-organized calendar with no scheduling conflicts, timely responses to emails, and effective time management for the MD. - Confidential information handled securely and professionally. 2. Meeting coordination: - Prepare agendas, materials, and presentations for meetings, ensuring that all relevant documents are distributed in a timely manner. - Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Follow up on action items. - Maintain confidentiality regarding business strategies, financial information, and personnel matters. Outcomes: - Smooth and productive meetings with clear agendas and follow-up actions. - Prepared meeting materials, accurate minutes, and timely follow-up on action items, leading to improved decision-making and project progress. 3. Communication liaison: - Serve as the primary point of contact for internal and external stakeholders, screening calls and inquiries, and providing information or redirecting as appropriate. - Coordinate communication between the Senior Executive Assistant (and MD) and other departments, ensuring timely dissemination of information. Outcomes: - Effective communication flow between the MD, Senior Executive Assistant and internal/external stakeholders. - Prompt responses to inquiries, timely relay of messages, and accurate dissemination of information, enhancing collaboration and alignment across the organization. 4. Document management: - Organize and maintain electronic and physical filing systems, ensuring that documents are easily accessible and up-to-date. - Prepare and proofread correspondence, reports, and presentations as needed. Outcomes: - Well-maintained filing systems and accurate documentation, facilitating easy access to information. - Organized electronic and physical files, updated documents, and error-free correspondence, improving efficiency and reducing time spent searching for information. 5. Project support: - Assist the MD and Senior Executive Assistant in tracking and monitoring project timelines, milestones, and deliverables. - Coordinate with cross-functional teams to gather information, compile data, and facilitate project progress. Outcomes: - Timely completion of projects with clear tracking and coordination.

Required Skills and Experience

Educational & Professional Qualifications: - Diploma in Business Administration, Office Management, or a related field. Relevant Experience: - 3+ years of proven experience as an Executive Assistant or in a similar role, supporting senior executives or managers. - Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools. - Familiarity with online collaboration tools, project management software, and cloud storage platforms. - No job hopping (less than 1 year of working experience per company) Required Functional Competencies: - Business Mastery - Support Leader - Executive Administration Mastery - Executive Communication Mastery

Why Candidate should apply this position

- Medical & Dental Insurance - Social Gatherings & Festive Celebrations - Birthday Gift Voucher - Sponsored Team Bonding Outings - Recreation Corner - Annual Wage Supplement (AWS)*

Preferred skills and experiences

Personal Characteristics & Behaviours: - Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines. - Strong written and verbal communication skills, with a keen eye for detail and accuracy. - Ability to maintain professionalism and composure under pressure while handling multiple tasks simultaneously. - Discretion and integrity in handling confidential information. - Flexibility and adaptability to changing priorities and business needs. - Resourcefulness and creativity in finding solutions to challenges or obstacles. - Ability to anticipate potential problems and proactively address them. - Diplomacy and tact in handling sensitive situations or difficult conversations. - Collaborative mindset to work effectively as part of a team. - Flexibility to handle unexpected tasks or assignments as they arise. - Ability to work effectively in a dynamic and fast-paced environment. - Professional demeanor and appearance in representing the MD, Senior Executive Assistant, and the company.

Report to

Senior Executive Assistant

Interview process

1 round of Interview Only

Leena Vu

Headhunter | Recruiter

Verified

600 candidates

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