Bukit Batok - Executive Assistant

The Executive Assistant will provide high-level administrative support to the Chairman, ensuring smooth and efficient operations. This role requires a proactive individual with excellent organizational, communication, and problem-solving skills, capable of managing a diverse set of responsibilities in a fast-paced environment.

Key Responsibilities:

• Calendar Management: Organize and manage the executive’s calendar, schedule meetings, and ensure all appointments are prioritized according to business needs.
• Communication Management: Screen and manage phone calls, emails, and other forms of communication, ensuring prompt responses or redirection to appropriate team members.
• Travel Coordination: Arrange travel schedules, bookings, accommodations, and prepare itineraries for business trips.
• Meeting Preparation & Support: Organize internal and external meetings, prepare agendas, take minutes, and follow up on action items.
• Document & Data Management: Prepare and edit documents, presentations, reports, and other correspondence. Ensure proper filing and organization of important files.
• Project Coordination: Assist in coordinating and tracking key projects, including preparing project reports and updates for the executive.
• Expense Management: Oversee and manage the executive’s expense reports, process invoices, and maintain records of expenses.
• Liaison Role: Act as a liaison between the executive and other departments, stakeholders, clients, and external partners.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Miscellaneous Support: Provide ad-hoc administrative support to other team members or the executive as needed.

Required Qualifications:

• Education: Diploma in Business Administration, Communications, or a related field (or equivalent work experience).
• Experience: Minimum of 3-5 years in an executive assistant or similar role, preferably supporting senior-level executives.

Skills & Competencies:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks and manage competing demands.
• High level of professionalism, confidentiality, and attention to detail.
• Proactive, resourceful, and able to work independently.
• Experience with project management tools is a plus.
• Experience with travel and event coordination
• Ability to multitask and work effectively under pressure.