The posting
Position Overview:
We are seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the CXO team in Singapore.This role requires a highly organised, discreet, and proactive individual who can manage complex schedules,coordinate travel, and ensure the smooth day-to-day operations of the executive office.The candidate will also support company-wide flight and travel arrangements, working closely with internal teams and external vendors to ensure efficient, cost-effective travel management.
Key Responsibilities:
● Calendar & Schedule Management
● Manage the CXO team's calendars, scheduling meetings, appointments, and events.
● Coordinate meetings for the executive team, ensuring efficient time management.
● Anticipate scheduling conflicts and proactively resolve them.
● Set up virtual and in-person meetings, including conference room bookings and technology setup.
● Provide 24/7 standby support to the CXO team for urgent and time-sensitive matters.
Travel & Logistics Management
● Arrange international and domestic travel for the CXO team, including flights, hotels, ground
transportation, and visas.
● Develop detailed travel itineraries and provide pre-travel briefings.
● Ensure seamless travel experiences by anticipating and addressing logistical challenges.
Expense & Financial Management
● Prepare, submit, and track expense claims for the CXO team.
Meeting Preparation & Documentation
● Prepare agendas, meeting materials, and presentations for key meetings.
● Take minutes and follow up on action items to ensure accountability.
● Organise and maintain important documents, contracts, and reports.
Administrative & Operational Support
● Act as a point of contact between the CXO team and internal and external stakeholders.
● Maintain confidentiality and handle sensitive information with discretion.
● Assist in special projects and ad-hoc tasks as assigned.
Requirements:
● Bachelor's Degree in Business Administration or a related discipline.
● Minimum of 5 years of experience supporting VP-level executives and above, including direct
experience supporting a CXO team.
● Experience working in a fast-paced, diverse global environment or high-growth organisation is
preferred. Strong organisational, communication, interpersonal, and problem-solving skills.
● Excellent attention to detail and a high level of professionalism, integrity, and confidentiality.
● Ability to work independently, manage multiple priorities, and meet tight deadlines across different time zones.
● Willingness to support urgent business requirements outside normal office hours or on weekends when necessary.
● Experience with invoice processing and expense management is required.
● Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams, is required.
Key Skills:
● Calendar & Schedule Management
● Travel Coordination & Logistics
● Expense & Invoice Management
● Stakeholder Management
● Confidentiality & Discretion
● Meeting Coordination & Minute-Taking
● Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
● Multi-tasking Across Time Zones
