Executive Assistant

1 month ago

Singapore Surbana Jurong Infrastructure Pte Ltd Full time

Surbana Jurong's Global Energy sector seeks to hire an Executive Assistant to be a supportive force who empowers our senior leadership.

The Executive Assistant, Energy position provides complex and confidential executive, administrative and support services to the Senior Executive Director (SED) Energy.

The Executive Assistant, Energy is responsible for ensuring the SED and broader Global Energy Leadership Team is supported professionally, effectively and efficiently by providing high level senior executive support and assistance.

The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details.

This person should have experience working in an office environment, performing administrative duties, and providing support to managers.

Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Key Accountabilities 

1. Effectively provides senior executive and administrative support in a timely and efficient manner to the SED

  • Provides confidential executive and administrative support to ensure a high level of discretion, diplomacy and judgement in responding to inquiries from stakeholders;
  • Co-ordinates and maintains SED’s diary, calendar and schedule of meetings;
  • Liaises with internal and external contacts to make appointments;
  • Collates inputs, prepares and compiles functional reports;
  • Manages confidential and sensitive information;
  • Screens telephone calls for SED attention and resolve queries or forward on to appropriate stakeholder;
  • Organises and coordinates SED’s meetings, ensuring appropriate venue, equipment, room layout and catering is in place;
  • Prepares Executive Committee papers
  • Conducts minute-taking at Executive Committee meetings;
  • Prepares and distributes meeting minutes to relevant stakeholders;
  • Organises travel and accommodation arrangements;
  • Organises and manages conferences and events;
  • Prepares and drafts presentations;
  • Reconciles and prepares expense reimbursements and queries and corrects any anomalies;
  • Provides executive support to the SED, including monthly reports and executive papers, as required.

2. Responsible for contributing to the management and organisation of the SED

  • Produces correspondence, memoranda and presentations of both a general and confidential nature on behalf of the SED;
  • Establishes and maintains core administrative processes and systems for SED and recommend or implement changes to improve productivity;
  • Co-ordinates specific assignments with minimal supervision as directed by the SED;
  • Classifies, indexes and maintains a filing and archiving system;
  • Organises and prepares employee communications on behalf of the SED;
  • Organises and manages meetings and special group projects ensuring collaboration with other stakeholders to maximise efficiency for travel and costs,
  • Provides ad-hoc Senior Executive support, as required.

3. Builds and maintains professional relationships internally and externally and contributes to effective client relationship management

  • Arranges Executive Group functions both externally and internally;
  • Liaises with employees located in other global offices;
  • Communicates to relevant stakeholders on behalf of the SED;
  • Maintains internal client focus and relationships within the groups/functions;
  • Adopts a collaborative approach by listening to and valuing other’s contributions and recognises when it is appropriate to seek assistance.

Requirements

  • Minimum GCE O Levels
  • Highly motivated, friendly character and love to work with others.
  • Time management and ability to meet deadlines.
  • Proficient in Microsoft Office Suites – Power-point, Word, Excel.
  • Ability to prepare graphics & good presentations will be added advantage.
  • Strong organizational skills and ability to multitask.
  • Able to work with a diversified team and teams across local and regional borders, well-organized and is able to work well in a dynamic work environment.
  • Strong writing skills, verbal communication skills and interpersonal skills.
  • Prior work experience as executive assistant will be added advantage.

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