Executive Administrative Assistant

2 weeks ago

Singapore Allegis Global Solutions Full time

Company Description

Allegis Global Solutions is founded on a culture that is passionate about transforming the way the world acquires talent by delivering client-focused solutions that make a difference for businesses worldwide. From refining how you manage your contingent workforce to strengthening your employer brand to recruit top talent, our integrated talent solutions drive the business results you need.

As an industry leader, we draw upon decades of experience to design innovative tools, products and processes. We develop competitive practices that position organizations for growth and we deliver the insight needed to succeed in today’s global marketplace.

**Job Description**:
This individual reports to the Vice President of APAC, and is responsible for providing administrative and operational support to the Executive Team. These duties include but are not limited to database system maintenance and training, office supply purchasing, minute-taking, filing, booking meetings, and telephone duties. Responsible for confidential and time-sensitive material and operational support, with exciting activities happening in AGS.

**Key Responsibilities**
- Provide support to enable the effectiveness of the Vice President through the provision of a broad range of administrative activities
- Maintain and coordinate Outlook calendars for multiple executives
- Assist with the completion of necessary statistical reports as requested
- Coordinate domestic and foreign travel arrangements for various levels of operations, including appropriate approvals and expense report processing
- Code and process business expenses
- Coordinate conference calls, events, conferences, and all meetings
- Effectively communicate and work with all levels of management maintaining a high level of confidentiality
- Prepare all documentation required for meetings and take minutes when required
- Prepare reports and presentations when required
- Develop and maintain strong internal and external relationships
- Compile statistical information as requested
- Assist with ad hoc administration duties that are consistent with the role.

**Responsibilities**:

- Complete administration support to VP and Executive Management
- Demonstrates excellent AGS values and beliefs
- Demonstrates excellent time management skills to prioritize workload
- Demonstrates understanding of budget awareness
- Demonstrates excellent time management skills to prioritize workload
- Demonstrates strong communication skills
- Demonstrates ability to work in a fast-paced services environment
- Demonstrates ability to build strong relationships with relevant stakeholders
- Achieves all targets and has no performance issues.

**Qualifications**:

- Demonstrated experience working as an Executive Assistant or Personal Assistant to an Executive Leader or a Team Administrator who supports various Senior Leaders is required
- Manage heavily scheduled and complex diaries, including scheduling meetings at various levels and time zone - prioritizing conflicting needs and ensuring time is appropriately available for critical meetings and issues
- Work closely with the Leadership Teams to keep them well informed of upcoming commitments, with relevant and appropriate documentation in advance of meetings and following up as appropriate
- Manage all forms of correspondence, redirecting them and/or drafting responses where appropriate
- Support in the review and editing of high-quality reports, presentations, and documents using advanced computer skills
- Ensure requests/action items/due dates for the VP are proactively followed up and resolved in a timely manner
- Demonstrate ability to work independently and as a team
- Capable of switching gears quickly and efficiently
- Familiarity with Microsoft Office software (Word, Access, Excel, PowerPoint)
- Effective communicator, and ability to orchestrate, execute and deliver multiple requests, whilst keeping relevant stakeholders updated
- Ability and willingness to work cooperatively with others
- A high degree of discretion in dealing with confidential information
- Maintain appropriate interpersonal relationships with employees, peers, and consumers
- Bachelor’s degree preferred but not ideal
- Flexible and able to assist with various program operations as requested.

Additional Information

Working at Allegis Global Solutions (AGS) is more than just a job. It’s a career. It’s a community of people who invest in your development and empower you to blaze your own trail. Each of us is here to create real, measurable impact that moves needles. We operate beyond "roles" or "jobs" to realize the opportunity to make meaningful contributions to a bigger idea. Because we believe that when you build a workforce that’s designed to harness human enterprise, you design a workforce that’s built for impact.

At AGS, we help companies all over the world transform their people into a competitive advantage. It’s not about filling seats.

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