Singapore Job Openings
ACCLIME SINGAPORE PTE. LTD.
Executive Assistant
Singapore
FULL TIME
November 7, 2024
Location: Singapore
Position Overview:
We are seeking a highly organized, experienced and proactive Executive Assistant to provide comprehensive administrative support to our CEO, based in Singapore. Your role will be dynamic, varied, and essential to ensuring the smooth running of the CEO’s office.
Key Responsibilities :
- Calendar Management: Oversee and manage the CEO’s calendar, ensuring all meetings, appointments, and travel are organized effectively. Prioritize competing demands and proactively manage changes to the schedule to maximize the CEO’s time. Act as a key point of contact between the CEO and senior leadership, employees, and other external stakeholders. Manage email correspondence and communication on behalf of the CEO.
- Travel and Expense Management: Organize and manage complex travel arrangements, including international flights, accommodations, transportation, and itineraries, ensuring smooth travel logistics. Process and track expense reports for the CEO, ensuring timely submission and adherence to company policies.
- Meeting Organization: Schedule and organize key meetings, both in-person and virtual. Prepare meeting agendas, ensure all relevant materials are distributed in advance, and take minutes or notes as needed. Follow up on action items and track deliverables.
- Board & Executive Meetings: Coordinate logistics for board meetings, executive team meetings, and other high-level gatherings. Prepare materials, presentations, and reports required for meetings, ensuring timely and accurate distribution to stakeholders.
- Event Planning: Plan and organize company events, such as executive retreats, client meetings, and special functions. Oversee all aspects of event coordination, including venue selection, catering, guest lists, itineraries, and communication with vendors.
- Project and Presentation Assistance: Assist in the execution of strategic initiatives and special projects, helping the CEO and senior leadership team meet organizational goals. Track timelines, deliverables, and milestones, and provide updates to ensure that projects stay on track. Work with the CEO to prepare high-quality presentations for meetings, conferences, and client engagements.
- Special Projects: Take on ad-hoc projects and assignments as directed by the CEO, ranging from managing initiatives to organizing special company-wide initiatives.
- Confidentiality & Discretion: Handle highly sensitive and confidential information with the utmost discretion and professionalism, ensuring trust and respect are maintained at all times.
- Diploma or degree in business studies, administration, management or equivalent.
- Minimum of 5 years of relevant experience in an executive assistant role, preferably within a similar industry or function.
- Strong verbal and written communication skills
- Proven ability to handle confidential and sensitive materials and critical assignments professionally.
- Independent, meticulous, and maintaining a high level of professionalism in a fast-paced environment. High level of attention to detail and accuracy.
- Proficient computer skills and in-depth knowledge of relevant software such as Microsoft products.
- Able to prioritize and multi-task. Good time management, planning and organization skills, customer-service orientation.
- Flexible and eager to learn new skills and approaches as needed
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