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Executive Assistant

1 month ago

Singapore WINSURE PTE. LTD. Full time
Roles & Responsibilities

Key Responsibilities:

  • Assist with general administrative support such as processing correspondence and letters, photocopying, printing, scanning, typing, couriers, maintaining contact databases, post and others
  • Assist in office administrative matters such as managing office pantry and supplies, office maintenance services (repair works), liaising with facility management, assisting with newcomer onboarding, assisting in company gifting logistics, coordinating and arranging meetings, including logistics and venue arrangements etc
  • Assist Directors with reimbursement and petty cash expenses
  • Arrange travel arrangements for Directors, including booking flights, visas, car rentals and hotel accommodations and travel itineraries
  • Arrange and prepare presentations, memos, minutes, materials and documents for various meetings as well as record meeting minutes with accuracy
  • Work with Finance admin regarding orders, billings and office expenses
  • Devise and maintain office administrative and data systems using proper filing and archiving
  • Liaise, draft, comment, review, edit and send contracts and agreements on behalf of the Director
  • Communicates on behalf of the Director with internal and external stakeholders
  • Researches, prioritises, and addresses incoming issues and concerns directed to the Director, including sensitive or confidential matters, and determines the appropriate course of action, referral, or response.
  • Perform general research work including preparation of background documents (e.g., preparation of presentation slides, drafts of simple correspondences, and background information for appointments; consolidate relevant data; generate reports, etc.).
  • Manage diary for Directors including meetings and events and reminding them of important tasks and deadlines
  • Receiving office guests to the meeting room and arranging food catering (if needed)
  • Sending of corporate gifts and greeting cards during festive occasions
  • Screen and handle phone calls, inquiries, and requests when appropriate
  • Coordinating office events and activities (team bonding, team lunch)
  • Managing the company's IT assets, and liaising with the IT department to troubleshoot technical issues for employees.
  • Handling confidential and sensitive information with discretion.

Qualifications:

  • Bachelor's degree in Business Administration, Management, or a related field preferred
  • At least 3-5 years experience in office administration or a similar role
  • Excellent organizational and multitasking skills
  • Strong communication and interpersonal abilities
  • Attention to detail and problem-solving skills
  • Ability to work independently and proactively
  • Strong time management skills with the ability to prioritise tasks effectively
  • High level of professionalism and discretion
  • Proficiency in Microsoft Office Suite and other office management tools
Tell employers what skills you have

Microsoft PowerPoint
Microsoft Office
Archiving
Ability To Work Independently
Travel Arrangements
Multitasking Skills
Arranging
Office Management
Administration
Office Administration
Administration Management
Attention to Detail
Administrative Support
Databases
Able To Work Independently