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Executive Support Specialist

2 months ago

Singapore MyCareersFuture Full time
About the Role

We are seeking a highly skilled and organized Executive Support Specialist to join our team at MyCareersFuture. As a key partner to our senior executives, you will play a crucial role in supporting their deal-making and project work.

Key Responsibilities
  1. Administrative Support
  • Manage and prioritize the executives' schedules, including meetings, appointments, and travel arrangements.
  • Prepare and organize documents, reports, presentations, and other materials required for meetings or project work.
  • Handle correspondence, including emails, calls, and letters, ensuring timely responses and follow-ups.
Project Management
  • Assist in the coordination and management of projects, including setting timelines, tracking progress, and ensuring deliverables are met.
  • Work closely with various departments to ensure that project tasks are completed on time and align with the executives' objectives.
  • Conduct research and gather information necessary for project planning and decision-making.
Deal Support
  • Assist the executives in preparing for negotiations, including gathering and analyzing data, preparing briefs, and drafting agreements.
  • Track and document the progress of deals, ensuring all necessary steps are completed and that all parties are kept informed.
  • Coordinate with external partners, clients, and stakeholders as needed to support deal execution.
AI and Productivity Tools Utilization
  • Utilize AI tools to automate routine tasks, enhance productivity, and support decision-making processes.
  • Stay updated on the latest productivity and AI tools, integrating them into daily tasks to improve efficiency.
  • Provide training or guidance to other team members on the effective use of AI and productivity tools.
Information Search and Analysis
  • Conduct thorough research on various topics related to the executives' projects and deals, including market trends, competitor analysis, and industry developments.
  • Summarize and present findings in a clear and concise manner, providing actionable insights to support the executives' decision-making.
  • Keep abreast of new information sources and research methodologies to ensure the executives have access to the best and most relevant data.
Emotional Intelligence and Stress Management
  • Maintain a calm and professional demeanor, especially in high-pressure situations, and effectively manage stress.
  • Demonstrate high emotional intelligence by understanding and managing the executives' expectations, moods, and communication styles.
  • Serve as a trusted confidante, offering support and advice while maintaining discretion and confidentiality.
Learning and Development
  • Show a strong commitment to continuous learning by staying informed about industry trends, new tools, and best practices.
  • Proactively seek opportunities for professional development, including attending workshops, courses, and seminars relevant to the role.
  • Adapt to new challenges and changes in the workplace, showing flexibility and a positive attitude towards learning new skills.
Requirements
  • Minimum Diploma in business administration, communications, or a related field is preferred.
  • Previous experience in a PA or executive assistant role, preferably supporting senior executives or directors.
  • Proficiency in using productivity tools (e.g., Microsoft Office, Google Workspace) and AI applications.
  • Excellent organizational, time management, and multitasking skills.
  • Strong communication skills, both written and verbal.
  • Class 3 driving license is preferred.
Performance Expectations
  • Demonstrates consistent high performance under pressure and meets tight deadlines.
  • Efficiently manages the executives' time and resources, ensuring smooth and productive operations.
  • Continuously seeks ways to improve processes and support the executives in achieving their goals.