Executive Assistant

Position: Executive Assistant (Programme Coordination)

Position Level: Fresh Graduate / Junior Executive

Experience: Fresh graduates with relevant exposure or candidates with 1–2 years of related experience

Job Summary

We are looking for a proactive, organised and independent Executive Assistant to provide day-to-day secretarial and administrative support to senior management, while assisting in coordinating and monitoring programmes under management's supervision.

The ideal candidate should be able to work in a fast-paced environment, manage multiple priorities, follow up on outstanding matters and ensure management is kept updated on programme progress and key action items.

Key Responsibilities:

A. Executive & Secretarial Support (50%)

• Manage the superior's daily schedule, calendar, appointments and meeting arrangements.
• Monitor emails, identify important matters and ensure timely follow-ups.
• Coordinate meetings, including scheduling, invitations, venue arrangements and preparation of relevant documents.
• Attend meetings when required, take meeting notes and track action items.
• Assist in preparing correspondence, reports, presentations and meeting materials.
• Provide timely reminders and updates on upcoming meetings, deadlines and outstanding tasks.
• Handle ad hoc administrative and work-related matters assigned by the superior.

B. Programme Coordination & Monitoring (50%)

• Assist in coordinating and monitoring programmes, projects and initiatives under management's supervision.
• Attend relevant programme meetings to understand ongoing activities, progress, issues and deliverables.
• Track programme timelines, milestones and outstanding action items.
• Follow up with relevant teams and stakeholders to obtain progress updates and ensure timely completion of tasks.
• Consolidate programme updates and provide clear, concise progress reports to management.
• Highlight delays, challenges or matters requiring management's attention.
• Ensure proper documentation and follow-through on management's instructions.

Job Requirements:

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, Project Management or related fields.
• Fresh graduates are encouraged to apply , particularly those with relevant internship experience in administrative support, secretarial duties, event or programme coordination.
• Candidates with 1–2 years of experience in executive assistance, personal assistance, secretarial support, administration or programme coordination are preferred.
• Good organisational, time management and multitasking skills.
• Strong communication and interpersonal skills, with the ability to coordinate with different stakeholders.
• Able to work independently, take initiative and follow through on assigned tasks with minimal supervision.
• Detail-oriented, resourceful and able to manage competing priorities.
• Comfortable working in a fast-paced and dynamic environment.
• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel and PowerPoint.
• Able to handle confidential information professionally.
• Possess own transport and be willing to travel for meetings, programmes or other work-related assignments when required.

Preferred Candidate Profile:

• Proactive and attentive to management's priorities and requirements.
• Able to anticipate tasks, provide timely reminders and ensure effective follow-ups.
• Confident in attending meetings, understanding discussions and summarising key action points.
• Strong sense of responsibility, urgency and accountability.
• Comfortable supporting senior management while coordinating with multiple teams.

Your skills could be exactly what we’re looking for!

If you’re ready for a new opportunity, send your CV to [email protected] and take the next step in your career.