Executive Assistant

3 weeks ago


Kallang, Singapore VANGUARD INTERIORS PTE LTD Full time

The Executive Assistant provides professional-level administrative, operational and policy services and provides direct administrative assistance to the Managing Director, which may involve highly sensitive and/or confidential matters using independent judgment, tact and discretion for successful performance of the work, as responsibilities may include resolution of internal management, policy and operational problems.

He/She is also required to manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks.

He/She will need to plan and orchestrate work to ensure the senior executives’ priorities are met and organizational goals are achieved

CORE DUTIES & RESPONSIBILITIES

  • Key liaison with internal and external stakeholders at all level seniority on behalf of the director
  • Manage director's calendar and facilitate meetings, including welcoming of overseas and VIP guests
  • Assist director with their follow-up projects and ensure team members are well-prepared for meetings
  • Take effective minutes and organise thoughts in a clear and concise manner
  • Organise agenda and attendance for meetings and prepare minutes for follow-up actions
  • Work closely with senior management and other business units on their operational requirements
  • Suggest ways to improve efficiency and existing processes
  • Carry out background research and present findings
  • Prepare reports, documents and presentations for meetings
  • Monitor / Follow up on work-in-progress, projects etc
  • Screen phone calls, enquires, requests and handling them appropriately
  • Any other ad-hoc duties as assigned and required by the company

SKILLS, EXPERIENCE & COMPETENCIES REQUIRED

  • Degree in Business Administration/Management or any related field
  • Experience in commercial interior/ office furniture/ digital marketing is preferred
  • Possess at least 3-5 years of relevant experience
  • Good communication, organizational and interpersonal skills to coordinate with all levels
  • Strong planning and organizational skills, highly resourceful and quick-thinking in a fast-paced environment
  • Highly meticulous and able to work independently within tight timelines
  • Take initiative to get the desired outcomes in cooperation with other teams
  • Strong interpersonal skills and able to build relations with internal and external stakeholders
  • Must be able to travel to different sites when required


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