Personal Assistant to Senior Executive

1 week ago

Singapore Grab Full time

Job Description:
Get to know the Role:
Provides comprehensive administrative and secretarial support to a Senior Executive from our most senior leadership platform.

**Job Description**:
Reporting directly to a Senior Executive, the Personal Assistant provides executive support in a one-on-one, highly trusted relationship. The Personal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Senior Executive’s Office. The Personal Assistant also: (i) serves as a liaison to the Executive Committee and senior management teams; (ii) handles all logistics and calendaring efforts related to the smooth running of the office; (iii) organizes and coordinates executive outreach and external relations efforts; and (iv) oversees select special projects. The Personal Assistant must be creative and enjoy working within a highly dynamic, entrepreneurial environment that is mission-driven. The individual must have the ability to exercise good judgment in a variety of situations, and should exhibit strong written and verbal communication, administrative, and organizational skills, as well as the ability to maintain a realistic balance among multiple competing priorities. The Personal Assistant must be able to work under pressure at times to handle a wide variety of confidential matters with utmost discretion.

The day-to-day activities:

- Completes a broad variety of professional and personal administrative tasks for the Senior Executive including:

- Managing an extremely active, dynamic calendar of internal & external appointments
- Completing expense reports
- Composing and preparing confidential correspondence
- Arranging complex and detailed travel plans, itineraries, and agendas
- Compiling documents for travel-related meetings
- Plans, coordinates and ensures the Senior Executive’s professional and personal schedules are followed and respected.
- Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Senior Executive's time and the Senior Executive’s office.
- Communicates directly, and on occasion on behalf of the Senior Executive, with internal and external stakeholders.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Senior Executive, including those of a sensitive or confidential nature. Determines appropriate course of action or response.
- Provides a bridge for smooth communication between the Senior Executive’s office and internal departments; demonstrating values-driven behaviors to maintain credibility, trust and support with senior management and peers.
- Works closely and effectively with the Senior Executive to keep him / her well-informed of upcoming commitments and responsibilities, and following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the internal / external environments and keeping the Senior Executive updated.
- Builds relevant relationships crucial to the success of the office and the larger organization; handles internal and external communications with finesse and diplomacy.
- Successfully completes critical aspects of deliverables with a hands-on approach, including: drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Senior Executive’s ability to effectively execute on his / her tasks.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

The must haves:

- Min. 10 years of experience (with proven track record of success) in supporting C-suite executives and managing their offices.
- Good “can do” attitude, meticulous, excellent prioritisation skills, multitasking abilities and takes pride and initiative in her / his work.
- Strong sense of accountability, self-motivated, good sense of business / cultural nuances.
- Transparent communication style with a high level of personal integrity.
- Strong attention to detail; work requires mínimal supervision to achieve a high level of accuracy and precision.
- High level of discretion; commitment towards keeping information confidential.
- Fluent in written and spoken English. Written and speaking proficiency in Mandarin and another Southeast Asian language will be highly preferred.
- Proficient in Google Suite (Google Slides, Google Documents, Google Sheets) or Microsoft Office (PowerPoint, Word and Excel).
- Strong organizational and time management skills. Able to show a great degree of responsiveness to the Senior Executive’s requests.
- Ability to drive towards clarity amidst ambiguity, especially within a fast-paced, challenging and highly dynamic environment.
- Ability to work closely with all levels of management and staff, and a strong team player.

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