Executive Secretary

2 weeks ago


Singapore GMP Technologies Full time

Job Responsibilities

  • Calendar and Schedule Management:
    • Manage calendar by scheduling and prioritizing meetings, appointments, and events.
    • Coordinate travel arrangements, including flights, accommodations, and itineraries.
    • Anticipate scheduling conflicts and proactively resolve them.
  • Communication and Correspondence:
    • Act as a gatekeeper, screening and managing incoming emails, calls, and messages.
    • Draft, edit, and proofread correspondence, presentations, and reports on behalf of the executive.
    • Handle confidential and sensitive information discreetly.
  • Information Management:
    • Maintain an organized filing system for documents, reports, and records.
    • Conduct research and gather information to support decision-making processes.
    • Prepare and distribute meeting agendas, materials, and follow-up action items.
  • Project Support:
    • Assist in managing key projects and initiatives by coordinating tasks, deadlines, and resources.
    • Monitor project progress, track milestones, and provide regular updates to the executive.
    • Prepare project reports and presentations as needed.
  • Relationship Management:
    • Build, engage and maintain strong working relationships with internal and external stakeholders.
    • Liaise with other executives, department heads, and team members to facilitate communication and collaboration.
  • Event Planning:
    • Organize and coordinate internal and external events, conferences, and board meetings.
    • Handle logistics, invitations, catering, and other event-related tasks.
  • Financial Administration:
    • Assist in budget management, expense tracking, and financial reporting.
    • Process invoices, claims, expense reports, and reimbursements on behalf of the executive.

Job Requirements

  • Bachelor's Degree with a minimum of 5 years of administrative experience or executive support roles, preferably in a corporate / executive C-suite setting
  • Desire and ability to provide outstanding service, while upholding respect for others
  • Exhibit professionalism by demonstrating personal accountability, effective work habits, empathy and teamwork
  • Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities, without sacrificing quality
  • Resourceful and adaptable with strong-problem solving skills
  • Proven ability to manage competing priorities and meet tight deadlines
  • Excellent communication skills (written and verbal)
  • Strong command in English is required. Other language skills are desirable but not required.
  • Excellent computer skills (M365 - Word, Excel, PowerPoint, Outlook, communication platforms)
  • Technologically skilled with IT equipment
  • Possess a high level of attention to detail
  • Demonstrate discretion in dealing with confidential information in all aspects of work

Only shortlisted candidate will be notified.

To apply, please visit to www.gmprecruit.com and search for Job Reference: 23298

GMP Recruitment Services (S) Pte Ltd | EA Licence: 09C3051 | EA Personnel: Jaremy Ong | Registration No: R1876766


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