Executive Assistant to Region Head - Geylang

Job Summary:

The EA will handle a wide range of executive support tasks and will interact with internal and external stakeholders at all levels. The ideal candidate is a self-starter, detail-oriented, and possesses exceptional communication skills.

Key Responsibilities:

Executive Support:

• Calendar Management: Efficiently manage the executive’s calendar, including scheduling meetings, conferences, and travel, ensuring optimal time management and prioritization of tasks.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries, ensuring seamless and cost-effective travel experiences.
• Document Preparation: Draft, review, and edit correspondence, reports, presentations, and other documents, ensuring accuracy, professionalism, and timely delivery.
• Expense Management: Prepare, submit, and track expense reports, ensuring adherence to company policies and timely reimbursement.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.

Communication & Liaison:

• Gatekeeping: Act as a primary point of contact between the executive and internal/external stakeholders, managing communication and ensuring timely responses.
• Relationship Management: Build and maintain strong relationships with key stakeholders, both within and outside the organization.
• Event Planning: Coordinate and manage executive events, such as board meetings, company retreats, and client events, including logistics, catering, and materials preparation.

Office Management:

• Resource Coordination: Ensure the executive’s office is well-organized, fully stocked, and equipped with the necessary resources for daily operations.
• Technology Management: Assist with the setup and troubleshooting of technology, including video conferencing, presentations, and other office equipment.
• Vendor Management: Liaise with vendors and service providers, managing contracts and ensuring the timely delivery of services and supplies.

Qualifications:

Education & Experience:

• Bachelor’s Degree in Business Administration, Communications, or a related field is preferred.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
• Experience in project management, event planning, and office management is highly desirable.

Skills & Competencies:

• Excellent Communication: Strong verbal and written communication skills, with the ability to interact effectively with diverse groups of people.
• Organizational Skills: Superior organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Attention to Detail: Meticulous attention to detail, particularly in document preparation and event planning.
• Tech Savvy: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with and CRM tools.
• Problem-Solving: Ability to anticipate needs, think critically, and offer solutions to complex problems.
• Professionalism: High level of integrity, professionalism, and discretion in handling confidential information.
• Adaptability: Ability to work in a fast-paced, dynamic environment, adapting to changing priorities and demands.

Additional Requirements:

• Flexibility: Willingness to work flexible hours, at time on different timezones based on travel schedule of the Region head, including evenings and weekends as needed.
• Travel: Occasional travel may be required for event coordination and executive support.