Executive Assistant

Job Description Summary

• The Executive Assistant is a seasoned role and has the primary responsibility to provide administrative support to Chief Executives and Senior Executive Vice Presidents within the organization.
• This role requires in-depth knowledge of company operations, policies, and procedures and handles details of a highly confidential and critical nature.
• This role collects and prepares information for the Executive to use in discussions/meetings with other Executives / Senior Leadership within the organization and may at times also be required to make high-level contacts of a sensitive nature inside and outside of the organization.
• The Executive Assistant works on problems of diverse scope where analysis of data requires evaluation of identifiable factors and typically works to resolve and assess a wide range of issues in creative ways.

Key Responsibilities

• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel, accommodation, and detailed itineraries.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Organize and coordinate leadership meetings, conference calls, and regional engagements.
• Take meeting minutes and track action items to ensure timely follow-up.
• Manage expense reporting and administrative support activities.
• Act as a key liaison between the Vice President and internal/external stakeholders.
• Support special projects and initiatives across the APAC region.
• Maintain highly confidential information with professionalism and discretion.
• Coordinate events, workshops, leadership meetings, and team activities as required.

Preferred Profile

• 10+ years of experience as an Executive Assistant, Senior Executive Assistant, or Project Secretary.
• Proven experience supporting Vice President, Director, or other senior executive-level stakeholders.
• Experience within construction, engineering, infrastructure, real estate, or project-driven organizations is highly preferred.
• Strong APAC exposure with the ability to coordinate across multiple countries and time zones.
• Experience supporting stakeholders across Singapore, India, Malaysia, and Japan would be advantageous.
• Excellent stakeholder management and communication skills.
• Highly organized, proactive, and capable of managing competing priorities effectively.
• Strong attention to detail and a professional, service-oriented approach.
• Ability to work independently while building strong relationships with senior leaders and key stakeholders.
• Comfortable working onsite in Singapore.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field preferred, or an equivalent combination of education and relevant experience.

Ideal Candidate

• The successful candidate will be a polished, professional, and trusted business partner who excels in executive support, thrives in a dynamic regional environment, and consistently delivers high-quality administrative and project coordination support to senior leadership across APAC.