Executive Assistant

Job Duties / Responsibilities
Secretarial and Executive Support

• Manage Managing Director’s and senior management calendars including meetings and overseas travels.
• Support Board of Directors’ meetings and provide administrative support when they are based in Singapore.
• Coordinate domestic and overseas travel arrangements, accommodation, visas, and itineraries.
• Provide day-to-day secretarial support to the Managing Director and Key executives
• Record minutes for meetings attended.  Such as internal office admin weekly meeting.

Presentation & Business Document Preparation

• Prepare and format PowerPoint presentations, management reports, meeting minutes, business proposals and correspondences within the agreed timeline.
• Ensure meeting packs for Meetings are ready and accurate for dissemination for participants use.

Events Planning & Organisation

• Own assigned corporate events, meetings, workshops, conferences, and staff activities from the planning to execution and post-event follow-up.
• Develop and maintain event checklists covering required preparations, timelines, logistics, contacts, approvals, materials, participants, and contingency arrangements.
• Coordinate all event logistics, including venue sourcing, catering, transportation, accommodation, invitations, attendee coordination, and on-site arrangements.
• Liaise proactively with internal stakeholders, vendors and service providers to confirm responsibilities, resolve issues, and ensure each event is delivered successfully.

Office Administration

• Ensure the office is upkeep to the standard presenting professional and welcoming environment.  This includes liaising with building maintenance to ensure the safety of employees and to carry out checks or inspections as necessary for the office.
• Assist in welcoming visitors / guests to the meeting rooms and extend hospitality arrangements (such as offering refreshments).
• In charge of office related stocks and supplies including writing equipment, pantry groceries and office essentials.  Maintain inventory records and ensure adequate stock levels of office resources.
• Managed the necessary administration, including raising the purchase orders, or requests and the purchase, re-stocking of physical items and payment to suppliers.
• Provide support in the filing system of files and documents with the team to ensure compliance to legal and/or PDPA requirements.

Vendor & Contract Administration

• In-charge of contract administration for all office-admin related items such as office insurance policies and office supplies agreement.
• Source, liaise and negotiate with vendors to achieve cost-effective purchasing and service arrangements.
• Pro-actively review such contracts to ensure the continuity of services and standards delivered.

Training Administration

• Retrieve approved training applications and manage the administration including the registration of participants, confirming the registration with participants, manage the calendars, making payments and grants applications (if any).
• Identify the participants and manage the registration of employees for required courses such as safety courses.

Job Requirements

• Effective communication skills – demonstrating ability to handle stakeholders of different levels. Comfortable in communicating with Board of Directors and guests of high-profile.
• Demonstrate highly organised: able to balance priorities and timeline capable of pro-actively communicate timelines required.
• Good follow through – from gathering ideas, planning, executing and post-event follow-up.
• IT Skills - MS Teams and MS Office Suite,  experience preparing PowerPoint and writing of minutes.
• Handled video conferencing setup (such as Polycom, Laptop connection)
• Attention to details – demonstrate standards of checking own work to ensure accuracy before submission of work.
• This role while administrative, is highly visible to high-profile stakeholders.