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Executive Assistant

2 months ago

Singapore A2000 Solutions Pte Ltd Full time

An Executive Assistant with responsibilities in admin and HR matters for both HQ and the region would typically have a diverse and multifaceted job scope. Here’s a breakdown of the key responsibilities:

Administrative Support:

Calendar Management: Schedule and manage appointments, meetings, and travel arrangements for directors.

Communication: Act as the primary point of contact between directors and internal/external stakeholders. Handle correspondence, emails, and phone calls efficiently.

Document Preparation: Draft, edit, and proofread reports, presentations, and other documents as required.

Meeting Coordination: Organize and prepare for meetings, including preparing agendas, taking minutes, and following up on action items.

Human Resources (HR) Matters:

Onboarding/Offboarding: Assist with the onboarding process for new hires and manage offboarding procedures for departing employees.

Employee Records: Maintain accurate and confidential employee records, including personal information and employment history.

Benefits Administration: Assist with the administration of employee benefits and ensure employees are informed about their options.

Compliance: Ensure compliance with labor laws and company policies, including updating employee handbooks and procedures as necessary.

Recruitment Support: Help with scheduling interviews, communicating with candidates, and preparing recruitment materials.

Coordination of Overseas Matters:

International Liaison: Coordinate with overseas offices or partners, ensuring effective communication and timely follow-up on international projects or initiatives.

Cultural Sensitivity: Provide insights and support regarding cultural differences and business practices in international dealings.

General Support:

Office Management: Oversee office supplies, equipment maintenance, and other administrative functions to ensure a smooth-running office environment.

Skills and Qualities:

Organizational Skills: Ability to manage multiple tasks and priorities efficiently.

Communication Skills: Strong verbal and written communication skills.

Attention to Detail: Precision in handling documents and financial matters.

Discretion: Handling confidential information with integrity and discretion.

Tech Savvy: Proficiency in office software (e.g., MS Office, project management tools) and ability to quickly learn new systems.

This role is pivotal in ensuring that the directors can focus on high-level strategic tasks while the Executive Assistant handles the day-to-day administrative, HR, and coordination responsibilities.