Executive Assistant
3 weeks ago
Job Responsibilities:
- Manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements
- Monitor and prioritise emails, drafting responses or redirecting as necessary
- Screen and direct phone calls and distribute correspondence
- Advised of time-sensitive and priority issues, ensuring appropriate follow-up with action on matters which fall within the MD and Senior Executive Assistant’s responsibility
- Manage office communication
- Manage a variety of information, use appropriate office communication tools to prepare and maintain the information accurately either on paper or electronic files
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Prepare agendas, materials, and presentations for meetings, ensuring that all relevant documents are distributed in a timely manner
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Follow up on action items
- Maintain confidentiality regarding business strategies, financial information, and personnel matters
- Serve as the primary point of contact for internal and external stakeholders, screening calls and inquiries, and providing information or redirecting as appropriate
- Coordinate communication between the Senior Executive Assistant and MD with other departments, ensuring timely dissemination of information
- Organise and maintain electronic and physical filing systems, ensuring that documents are easily accessible and up-to-date
- Prepare and proofread correspondence, reports, and presentations as needed
- Assist the MD and Senior Executive Assistant in tracking and monitoring project timelines, milestones, and deliverables.
- Coordinate with cross-functional teams to gather information, compile data, and facilitate project progress
Job Requirements:
- Diploma in Business Administration, Office Management, or related field
- Proven experience as an Executive Assistant or similar role, supporting senior executives or managers with at least 3 years of experience
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools
- Familiarity with online collaboration tools, project management software, and cloud storage platforms
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
- Strong written and verbal communication skills, with a keen eye for detail and accuracy
- Ability to maintain professionalism and composure under pressure, while handling multiple tasks simultaneously
- Discretion and integrity in handling confidential information
- Flexibility and adaptability to changing priorities and business needs
- Resourcefulness and creativity in finding solutions to challenges or obstacles
- Ability to anticipate potential problems and proactively address them
- Diplomacy and tact in handling sensitive situations or difficult conversations
- Collaborative mindset to work effectively as part of a team
- Flexibility to handle unexpected tasks or assignments as they arise
- Ability to work effectively in a dynamic and fast-paced environment
- Professional demeanour and appearance in representing the MD and Senior Executive Assistant, and the company
Other Information:
- Working Location: West
- Working Hours: 9am to 6pm
- Working days: Mon to Fri
- Salary: $4,000 to $5,000
Vault Personnel Pte Ltd
EA Licence No: 20C0275
Tan Li Yen
Registration Number: R23115268
Tell employers what skills you have
Outlook
Microsoft PowerPoint
Microsoft Office
Travel Arrangements
Office Management
Administration
Adaptability
Pressure
Administrative Support
Diplomacy
Screening
Scheduling
Ability to Prioritize
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