Executive Assistant/Project Manager

4 weeks ago

Singapore OFFICE SECRETARIES PTE. LTD. Full time
Roles & Responsibilities

Responsibilities:

  • The responsibilities of the role center around project management, including document preparation (drafting, formatting and proofreading), calendar management (both internally and externally, across various geographies and time-zones, sometimes with tight deadline), and data management.
  • On top of this, he/she is expected to support the consultants in expense submission, field incoming calls, event management, etc.
  • The EA will work closely with colleagues on several projects (6-10) simultaneously, in varied stages, to ensure that the projects are managed to the highest level of standards.
  • Each project takes an average of 4-6 month and some take longer.
  • The EA will serve as a liaison between clients / candidates and is a representative of the firm, hence he/she must maintain the utmost level of professionalism and confidentiality.
  • Manage projects and external activities through the global database / information systems (the systems usage is as important and as regular as checking/answering emails) and ensure information is uploaded and updated. Regularly keep track of assignment progress and proactively work with colleagues to prepare for the next step in the different processes.
  • Serve as client liaison.
  • Arrange all scheduling, i.e. candidate interviews, phone calls, face-to-face meetings, video calls, client meetings, update calls and reference calls as appropriate.
  • Manage executive and candidate travel schedules, provide assistance in travel arrangements.
  • Prioritize and handle complex, confidential matters and assuring discreet handling of all corporate business. Take initiative in executive’s absence to minimize effect of his/her absence.
  • Screen individual consultant’s telephone lines, as well as answer “overflow” calls.
  • Build positive relationships and interfaces with high-level executive candidates (Fortune 500 level client executives & candidates) and their assistants.
  • Work with Expert team on projects from start to finish to ensure smooth process and completion.
  • Ensure that all outgoing documents including general correspondence, reports, proposals, presentations and miscellaneous documents are of high quality and produced on time.
  • Process expense claims for consultants and candidates.
  • Assist accounting department with invoicing to clients.
  • Assist other Executive Assistants with work overflow as and when capacity allows.
  • Undertake ad hoc projects as requested. Assume ownership or shared responsibility for planning, organizing and executing the projects.



Requirements:

  • Strong project management skill
  • Strong oral and written communication skills
  • High learning agility (particularly usage of database/information systems)
  • Comfortable working in face-paced environments, and not afraid of challenges
  • Possesses a can-do attitude and problem-solving mindset but not afraid to ask for help
  • Assertive and yet diplomatic
  • Meticulous and yet have the big-picture view
  • Strong MS office skills
  • Highly collaborative
  • Willingness to help and go above and beyond
  • Maintain a positive attitude at all time
  • Some secretarial experience (8-year) is acceptable

HOW TO APPLY :

Interested applicants, please submit your updated resume & a recent photo in MS Word format to :

sue@officesecretaries.com.sg



Tell employers what skills you have

Assertive
Microsoft Office
Microsoft Excel
Construction
Travel Arrangements
Data Management
Invoicing
Event Management
MS Office
MS Word
Accounting
Project Management
Finish
Proofreading
Scheduling

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