Senior Executive/Manager, Executive Office

1 week ago

Singapore ASIA-EUROPE FOUNDATION Remote Work Freelance Full time
About the Asia-Europe Organization (ASEF)
The Asia-Europe Foundation (ASEF) promotes understanding, strengthens relationships and facilitates cooperation among the people, institutions and organisations of Asia and Europe. ASEF enhances dialogue, enables exchanges and encourages collaboration across the thematic areas of culture, education, governance, sustainable development, economy and public health.
About the Executive Office
The Executive Office (EO) supports the Executive Director and the Deputy Executive Director. Management decisions based on the policy guidelines set out by the ASEF Board of Governors are implemented through the Executive Office. It is responsible for determining ASEF's strategic objectives as well as for enhancing its performance. The Executive Office also ensures smooth and efficient co-ordination between ASEF's Departments and task forces, as well as between ASEF and its stakeholders.
About the Position
Reporting to Department Director, this role is mainly responsible for supporting the Director, in the areas of stakeholder relationship management, strategic and extraordinary matters, outreach activities, organisational operations, ASEF project management cycle, external communication and related administrative duties.
Responsibilities
1) Executive Support
  • Assist the Department Director in developing and implementing long-term plans, ensuring timely execution of Board of Governors' decisions and ASEF strategy, while taking ownership of tasks and driving initiatives forward
  • Facilitate the organisation of high-level board, ministerial and/or government
  • representatives' meeting agenda and communication matters including reports/minutes
  • Facilitate smooth communication between EO and other departments on assigned action items
  • Prepare presentations, talking points, and collate departmental content for high-level discussions and official meetings
  • Conduct research, propose solutions, and follow up on sensitive or confidential issues addressed to EO, determining appropriate actions or referrals
  • Facilitate management reports and summarise documents for senior level meetings
  • Review ASEF Projects Funds related documents prepared by Funding Unit (FU), i.e. grant applications, reports, etc. (wherever applicable)
  • Support the Department Director in supervision of intern and/or contracted resource persons
  • Support and collaborate with Senior Management (SM) and the Department Director in strategic initiatives, operational tasks, and decision-making processes, while assisting in communicating and promoting ASEF's strategic direction and initiatives to both internal and external stakeholders
2) Assistance in Stakeholder Relationship Management
  • Liaise with ASEM Members and ASEF Partners (e-communication and face to face), in relevant queries, follow up and new engagements
  • Assist in preparing updates/reports/information notes and other key correspondence for stakeholders, in particular Governors, Contact Points and Senior Officials, as assigned by the Department Director
  • Assist the Department Director to address activities/matters of extraordinary nature, in areas related to key stakeholder relationship management
3) Project and Budget Management
  • Lead the implementation of EO Projects (FAC/ExCo/BoG/Townhall), special projects and outreach activities, including research, content development, liaison with participants, technical and logistics coordination, financial tracking, and reporting
  • Ensure effective internal/external coordination for EO-led special projects and outreach activities
  • Provide guidance & support to junior team members in their management & execution of projects
  • Support the Department Director in identifying good practices and common issues/challenges in project management and make suggestions for improvements; coordinate cross-departmental meetings on project management and assist to develop solutions
  • Maintain well-organised documentation and records (with map/index) of all special projects and outreach activities related documents, both physical and digital files.
  • Budget planning: develop, assist and manage the project budget
  • Ensure the timely submission of reports & managing of budgets with a view of prudency; ensure practice meets financial objectives
  • Assist the Department Director in developing and establishing the Executive Office's yearly budget.
4) External Communication
  • Coordinate public outreach efforts led by Senior Management (SM), fostering strong relationships with: ASEF's stakeholders (in close co-operation with the departments) and, to facilitate communications on behalf of SM with ASEF Governors and members of FAC, ExCo and BoG.
  • Media (in co-operation with ASEF Communications Department).
  • ASEF's Alumni (in co-operation with the programme departments).
  • Lead EO's communications in consultation with the Department Director and Communications Department.
  • Maintain relevant information on ASEF Governors' Intranet in collaboration with Communications Department
5) Organizational Change and Strategic Direction
  • Support the implementation of organizational changes and initiatives, contributing to their successful execution
  • Assist in promoting and aligning with ASEF's strategic direction, ensuring consistency in messaging and fostering a collaborative environment during periods of organizational transition
  • Facilitate communication between departments to ensure a cohesive approach to organizational changes and strategic priorities
6) ASEF Digital
  • To act as the primary point of contact (PIC) from the EO in supporting the Digital
  • Transformation Unit (DX) on all matters related to ASEF's Digital and CRM initiatives.
  • Update and maintain contact records of EO-Core stakeholders and vendors in the ASEF Customer Relationship Management System
Any other tasks as assigned by the Department Director.
Qualifications & Experience
  • Master's degree in Business Administration or related discipline
  • More than 6 years experience including supporting C-suite leaders
Key Competencies
  • Ability to work effectively in a team environment with strong interpersonal and communication skills
  • Strong cultural awareness, ability to effectively communicate with colleagues from diverse professional and social backgrounds
  • Ability to proactively take full charge of duties under their responsibility
  • Capacity to multi-task, prioritise and contribute to diverse tasks simultaneously
  • Ability to maintain confidentiality of sensitive information
  • Strong judgment and professionalism in handling confidential matters and making decisions that align with organizational goals
  • Strong planning and organisational skills; problem solving focus and ability to work independently across a range of tasks
  • Proficiency in preparing presentations and high-level documentation.
  • Adaptability, flexibility, ease with multi-tasking and working under pressure

  • Senior Trust Officer, Fiduciary

    1 week ago

    Singapore AP Executive Full time

    New - Location: Singapore - Salary: Negotiable per annum - Job Type:Permanent Posted about 2 hours ago Do you have at least 3 years trust administration experience? Would you like to be a part of a leading, independent fiduciary business based in Singapore? AP Executive have been engaged by a valued client to recruit for a senior trust administrator to...

  • Senior Project Manager

    5 days ago

    Singapore Executive Integrity Full time

    Job title: Senior Project Manager - ERP Solutions Location: Singapore Who are we recruiting for?Our client is ahighly successful ERP solutions provider, delivering their industry's most innovative enterprise software across large projects around the world. With a strong and growing client base in South East Asia, they seek an experienced and reputable...

  • Executive Assistant

    5 days ago

    Singapore H.I. EXECUTIVE CONSULTING PTE. LTD. Full time

    **Objectives of this role**: - Support the project team and partners primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently - Maintain and refine internal processes that support high-ranking executives companywide, and coordinate...

  • Senior Project Manager

    2 weeks ago

    Singapore Executive Integrity Full time $90,000 - $120,000 per year

    Job title: Senior Project Manager - ERP SolutionsLocation: SingaporeWho are we recruiting for?Our client is ahighly successful ERP solutions provider, delivering their industry's most innovative enterprise software across large projects around the world. With a strong and growing client base in South East Asia, they seek an experienced and reputable Senior...

  • Senior Project Manager

    3 days ago

    Singapore Executive Integrity Full time

    Job title: Senior Project Manager - ERP Solutions Location: Singapore Who are we recruiting for? Our client is ahighly successful ERP solutions provider, delivering their industry's most innovative enterprise software across large projects around the world. With a strong and growing client base in South East Asia, they seek an experienced and reputable...

  • Legal/Senior Legal Counsel, Corporate

    2 weeks ago

    Singapore Space Executive Full time

    Legal/Senior Legal Counsel, Corporate (min 8 PQE) – Digital Infrastructure Developer/Operator Legal/Senior Legal Counsel, Corporate (min 8 PQE) – Digital Infrastructure Developer/Operator Get AI-powered advice on this job and more exclusive features. Direct message the job poster from Space Executive Recruiting the world's best Legal & Compliance...

  • Senior Order Management

    2 weeks ago

    Singapore Executive Compass Full time $90,000 - $120,000 per year

    Our client is a global leader in high-performance and advanced fluid technology solutions, with their regional office based in Singapore. Their APAC hub plays a pivotal role in driving supply chain excellence, supporting diverse markets, and reinforcing their position at the forefront of fluid technology. As the business continues to evolve, they are looking...

  • Senior Order Management

    2 weeks ago

    Singapore EXECUTIVE COMPASS PTE. LTD. Full time

    Our client is a global leader in high-performance and advanced fluid technology solutions, with their regional office based in Singapore. Their APAC hub plays a pivotal role in driving supply chain excellence, supporting diverse markets, and reinforcing their position at the forefront of fluid technology. As the business continues to evolve, they are looking...

  • Enterprise Account Executive

    2 weeks ago

    Singapore Rockrose Executive Search Full time

    Our client is a blockchain compliance solutions company that provides cutting-edge tools and services to help organizations navigate the complex regulatory landscape of digital assets. Role Overview In this role, you'll become an expert in blockchain compliance solutions and help prospective customers understand how to protect them from complex crypto...

  • Executive Services Assistant

    10 hours ago

    Singapore Keller Executive Search Full time

    This is a position within Keller Executive Search and not with one of its clients. Ready to elevate executive leadership at a global firm shaping top talent worldwide? Join Keller Executive Search as our proactive Executive Assistant and thrive in a high-energy, collaborative setting. In this role, you'll deliver top-tier support to senior executives,...