Executive Assistant to CEO

3 days ago

Singapore MyCareersFuture Full time

Roles & Responsibilities

About the School:

We are launching an innovative international school in Singapore that offers a world-class education focusing on global citizenship and academic excellence. Our school is committed to fostering an environment where students and staff from diverse backgrounds come together to learn and grow.

Job Overview:

As the Executive Assistant to the CEO, you will be responsible for providing high-level administrative support to the Chief Executive Officer. You will play a crucial role in managing the CEO's schedule, communications, and administrative functions to ensure smooth and efficient operations at the executive level.

Responsibilities:

Managing executive calendars, scheduling meetings, coordinating travel arrangements. Maintaining meeting minutes, tracking work progress on different work streams. Handling confidential information and prioritizing tasks. Conducting industry, business and financial analyses using Microsoft Excel, Word or Power-point and preparing reports. Proficient in IT-related tasks, such as troubleshooting technical issues, and supporting digital communication platforms. Highlight on organizational skills, attention to detail, and ability to multitask effectively.

Key Responsibilities :

· Managing Communication : This includes screening and responding to emails, phone calls, and other correspondence on behalf of the CEO. They may also draft communications and prepare presentations.

· Calendar Management : Scheduling meetings, appointments, and travel arrangements for the CEO. This involves coordinating with internal and external stakeholders to optimize the CEO's time.

· Information Management : Keeping track of important documents, files, and contacts. They may also conduct research, compile reports, and prepare briefing materials for the CEO.

· Project Coordination : Assisting in the planning, execution, and follow-up of various projects and initiatives led by the CEO or involving the CEO's participation.

· Event Planning : Organizing internal and external events such as meetings, conferences, and corporate functions.

· Financial Management : Handling expense reports, budget tracking, and other financial tasks as delegated by the CEO or CFO.

· Confidentiality : Maintaining strict confidentiality regarding sensitive information and decisions made by the CEO.

· Relationship Management : Building and maintaining relationships with key stakeholders, both internal and external, on behalf of the CEO.

· Special Projects : Taking on special assignments or projects as directed by the CEO, which could range from research tasks to operational improvements.

· Support and Coordination : Providing general administrative support to the CEO and coordinating with other members of the executive team and senior management.

· Adaptability and Proactivity : Being flexible and proactive in responding to changing priorities and urgent matters that may arise in a fast-paced environment.

· Ad - Hoc Basis : Provide administrative support for urgent matters ,coordinate special projects and initiatives, conduct urgent research and compile reports, or any other matters etc, ad-hoc basis from time to time.

Required Skills Sets :

1. IT Skills :

Managing Digital Platforms: Overseeing email, calendar, and document management systems. Technical Support: Providing basic troubleshooting and support for technology issues. Data Security: Ensuring confidentiality and security of digital information. Proficiency in using office software such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook). Familiarity with cloud-based platforms like Google Workspace or Microsoft Office 365. Basic understanding of cybersecurity principles and data protection regulations.

2 . Administration Skills :

Calendar Management: Scheduling meetings, appointments, and travel arrangements efficiently. Document Management: Organizing and maintaining files, records, and correspondence. Communication: Screening calls, emails, and inquiries, and managing CEO's communications effectively. Excellent organizational skills with attention to detail. Strong time management and multitasking abilities. Ability to prioritize tasks and manage deadlines effectively

3. Accounting Skills :

Expense Management: Handling expense reports and reimbursements accurately. Budget Tracking: Assisting in monitoring and tracking budget expenditures. Financial Reporting: Generating financial reports or summaries as required. Knowledge of basic accounting principles. Experience with financial software (e.g., QuickBooks, Xero) for expense tracking and budget management. Accuracy in handling financial records and documentation.

4. Business Analysis Skills :

Research: Conducting research on industry trends, competitors, and market conditions. Report Preparation: Compiling data and preparing reports or presentations for strategic decision-making. Project Coordination: Supporting CEO in project management activities, including planning and implementation. Analytical thinking and problem-solving capabilities. Ability to interpret data and extract meaningful insights. Proficiency in creating reports and presentations using data visualization tools (e.g., Excel charts, PowerPoint slides).

Preferred Qualifications:

Relevant educational background or in business administration, management, or a related field is preferred. Knowledge of basic accounting principles and experience with financial management software. Strong interpersonal, communication, and ability to interact effectively at all levels within the company. Outstanding organizational and time-management abilities. Ability to speak Chinese/Mandarin is an advantage.

Working Conditions:

This position typically operates in a professional office environment. Regular business hours, but flexibility in schedule may be required to accommodate CEO's needs and occasional evening or weekend work for special events or projects.

Why Join Us:

Competitive salary and comprehensive benefits package. Opportunity to work in a dynamic and culturally diverse setting. Significant impact on the school's growth and success.

Application Process:

Interested candidates are invited to submit a detailed resume, recent photo, cover letter , and references.

The cover letter should outline your experience and expertise in an Executive Assistant for CEO if available.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Additional Information :

Why are you interested in this position? What unique skills or experiences do you possess that make you a suitable candidate for this role? Do you have experience working in a fast-paced environment supporting senior executives? If so, please provide an example.

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