High-Level Executive Assistant to Regional CEO

4 days ago

Singapore ALEPH PTE. LTD. Full time
About Aleph

Aleph is a pioneering engineering company comprised of a talented group of professionals specialized in strategy, design, technology, and marketing. We collaborate to conceptualize, create, and deliver innovative solutions for forward-thinking clients who see the future and partner with us as their catalyst.

We are seeking an exceptional High-Level Executive Assistant to our Regional CEO who can provide comprehensive support by playing a strategic role. The ideal candidate will possess the ability to exercise sound judgment in various situations, with strong written and verbal communication, administrative, and organizational skills, and the capacity to maintain a realistic balance among multiple priorities.

Reporting directly to the CEO, you will serve as the primary point of contact for internal and external communication on all matters related to the office. Additionally, you will act as a liaison between the CEO and senior management teams, coordinating and overseeing special projects with the team. You should have the ability to work independently on projects, from inception to completion, and be able to work under pressure at times to handle a wide range of activities and confidential matters with discretion.

If you thrive in an entrepreneurial environment that is mission-driven, results-oriented, and community-focused, this role will be ideal for you.

Key Responsibilities:

  • Serve as the primary point of contact for all internal and external communications, ensuring professionalism and confidentiality in all interactions.
  • Manage a dynamic calendar, including scheduling meetings, appointments, and travel arrangements with meticulous attention to detail.
  • Prepare and coordinate materials for meetings, presentations, and travel-related activities, demonstrating strong organizational skills.
  • Act as a 'gatekeeper' and facilitator, managing access to the CEO's time and office to optimize efficiency and productivity.
  • Collaborate closely with the CEO to anticipate needs, follow up on commitments, and prioritize tasks effectively.
  • Handle sensitive matters with a high level of confidentiality and discretion, providing solutions, answers, and resources where needed.
  • Coordinate and assist in organizing team activities, off-sites, and events to foster a positive and collaborative office culture.
  • Provide general support to office visitors and guests, ensuring a welcoming environment for all stakeholders.
  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings. Maintain the CEO's Contact Lists
  • Provide Support for special projects in a timely manner with results
  • Assist in daily studio operations, studio events, and maintenance
  • Engage in tasks that support the proper functioning of the CEO family's personal life, including children's schedules, travel, home activities, among other categories
  • Be overall responsible for a positive, collaborative studio environment
Qualifications and Requirements

To be successful in this role, you will need:

  • Diploma or equivalent qualification.
  • At least 3 - 4 years experience in executive support, working well within a fast-paced environment.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social media platforms.
  • An entrepreneurial spirit and self-starter mentality, with the ability to solve problems while maintaining attention to detail and confidentiality.
  • Exceptional interpersonal skills, with the ability to build relationships and communicate effectively at all levels.
  • The ability to thrive in a fast-paced, deadline-driven environment while maintaining a positive and professional demeanor.
  • A forward-thinking mindset with the ability to anticipate needs and take initiative.
Benefits

You will enjoy:

  • A competitive salary ($80,000 - $120,000 annually) based on experience.
  • Medical insurance.
  • A yearly reward based on performance.
  • A casual work environment and attire.
  • A solid team behind you: great people who love what they do.
  • A fun and fast-paced culture that promotes learning and knowledge sharing.
  • Opportunities for personal and professional growth, including training and workshops.

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