Executive Assistant (P19499)
- Full time
- Singapore View on Map
- posted 10 hours ago
- Posted: April 24, 2026 -Accepting applications
Job Detail
Job Description
Overview
We are seeking a proactive, detail-oriented, and discreet Executive Assistant (Junior) to support the smooth day-to-day operations of the Chairman’s Office. Working closely with the Personal Assistant to the Chairman, this role will provide administrative and coordination support across scheduling, correspondence, travel arrangements, and confidential matters. The successful candidate should be highly organised, adaptable, and able to uphold a high level of professionalism in a fast-paced environment.
Key Responsibilities
- Provide administrative and coordination support to the Chairman’s Office under the guidance of the Personal Assistant.
- Assist in managing the Chairman’s calendar, including arranging meetings, appointments, and schedules across multiple time zones.
- Prepare, format, and proofread letters, reports, presentation materials, and other documents as required.
- Handle general secretarial duties such as scanning, printing, photocopying, and document preparation.
- Maintain and organise both hardcopy and electronic filing systems to ensure proper documentation and ease of retrieval.
- Support the coordination of travel arrangements for the Chairman and family, including flights, hotel bookings, visa applications, transport, and itinerary preparation.
- Assist with travel logistics for staff and visitors whenever required.
- Process expense claims and reimbursements accurately and in a timely manner.
- Manage sensitive information and matters relating to the Chairman and family with the utmost confidentiality and discretion.
- Provide support for ad hoc assignments, projects, and operational matters as delegated by the Personal Assistant or senior management.
- Act as reception backup during periods of absence, leave, or heavier office traffic.
- Receive and attend to guests and visitors professionally, ensuring a welcoming and polished front-office presence.
- Handle incoming phone calls, record messages accurately, and direct enquiries to the relevant parties.
- Receive, record, and distribute incoming mail, courier items, and deliveries appropriately.
- Carry out any other duties assigned from time to time in support of office operations.
Requirements
- Diploma or Bachelor’s Degree in Business Administration, Communications, or a related discipline is preferred.
- At least 3 years of relevant experience in a secretarial, administrative, or executive support capacity.
- Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.
- Familiarity with document management systems will be advantageous.
- Strong written and verbal communication skills.
- Excellent organisational and time management abilities, with the capacity to handle multiple tasks and shifting priorities effectively.
- Meticulous with a high level of accuracy, particularly in document handling and correspondence preparation.
- Demonstrates integrity and professionalism when handling confidential and sensitive information.
- Able to work independently, exercise sound judgment, and respond well in a dynamic environment.
- Resourceful, dependable, and able to anticipate support needs with minimal supervision.
