Executive Secretary

1 week ago


Singapur, Singapore Far East Organization Full time

Job Summary

We are seeking a highly organized and detail-oriented Executive Secretary to provide comprehensive administrative support to the Director/Executive Director. The ideal candidate will excel in multitasking, possess excellent communication skills, and have a strong attention to detail.

Key Responsibilities

  • Calendar Management: Proactively manage and prioritize the Executive Director's meetings and appointments, ensuring efficient use of their time.
  • Written Communication: Draft, proofread, and edit a variety of documents, including correspondence, contracts, meeting minutes, reports, speeches, and presentations.
  • Meeting Coordination: Organize and attend meetings, take detailed minutes (when applicable), and ensure prompt and accurate dissemination of communications from Senior Management to internal and external parties.
  • Event Planning: Lead or actively participate in the planning and execution of business conferences, luncheons, and dinners involving internal and external stakeholders.
  • Project Management: Manage and maintain Senior Management's special and strategic projects, handling confidential information.
  • Team Collaboration: Lead and collaborate with cross-divisional teams on special projects, ensuring effective communication and project completion.
  • Onboarding Support: Facilitate a smooth onboarding process for top executives and new joiners within the Division, including coordinating logistics and necessary resources.
  • Travel Planning: Manage travel arrangements for the Executive Directors, including itinerary planning, accommodation, transportation, and expense reporting.
  • Driver Liaison and Vehicle Management: Coordinate with drivers and oversee vehicle maintenance to ensure the Director/Executive Director transportation needs are met efficiently and safely.

Requirements

  • Bachelor's degree/Diploma in a relevant field preferred.
  • Proven experience as an Executive Assistant or Personal Assistant to senior executives.
  • Exceptional written and verbal communication skills.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • Strong organizational and time management skills.
  • Ability to handle confidential information with discretion.
  • Excellent problem-solving and decision-making abilities.
  • Flexibility to adapt to changing priorities and work under pressure.

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