Executive Assistant

Company Overview:

Volt Auto is Singapore’s exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after-sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.

Position Overview:

Reporting to the Head of Human Resource & Executive Assistant, the Executive Assistant (EA) will provide high-level administrative support, ensuring the efficient operation of the executive’s office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & EA in achieving organizational goals.

Responsibilities:

1. Calendar Management:

   • Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
   • Prioritize and organize daily activities, ensuring efficient use of time.

2. Communication:

   • Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.
   • Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.

3. Meeting Coordination:

   • Arrange and prepare materials for meetings, including agendas, presentations, and reports.
   • Take minutes during meetings and follow up on action items as required.

4. Travel Arrangements:

   • Organize complex travel itineraries, including flights, accommodation, and transportation.
   • Ensure all travel-related documentation and arrangements are completed efficiently.

5. Administrative Support:

   • Prepare and proofread documents, reports, and presentations.
   • Manage and maintain filing systems, both electronic and paper-based.

6. Confidentiality:

   • Handle sensitive information with discretion and confidentiality.
   • Ensure that all data and records are managed in compliance with company policies.
   • Any ad-hoc duties as assigned.

Requirements:

• Education: Minimum Diploma or Bachelor’s degree or equivalent experience.

• Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.

• Skills:

  • Exceptional organizational and time-management abilities.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of professionalism and discretion.
  • Possess a valid class 3/3A driving license.
  • Willing and able to travel frequently, including overseas travel, as required.

• Attributes:

  • Proactive and self-motivated with a problem-solving mindset.
  • Ability to work under pressure and meet tight deadlines.
  • Strong attention to detail and accuracy.