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Team Ea
3 weeks ago
**Min 3 to 5 years of experience providing direct administrative or program support to organizations and executives in MNCs.**:
- **Experience providing support in a professional services or management consulting firm is preferred but this is not a must**:
- **Interest in and enthusiasm for the nonprofit sector and the administrative field**:
- **Looking for an articulate, diplomatic, professional and highly responsive communication style**
Our client is a global nonprofit management consulting firm. It has been founded for more than 20 years and had the privilege of advising and collaborating with many of the world’s most extraordinary social change leaders including philanthropists, nonprofit and NGO leaders, and impact investors.
For this role, you are the Executive & Office Assistant. You will focus on provide EA support to its management team in Singapore in support of its work with clients and internal teams. Responsibilities include calendar management, scheduling internal and external meetings, arranging travel, coordinating logistics and technology for meetings, preparing expense reports, proofreading materials, and other related duties as required.
You are an integral member of the global administrative team, and will collaborate with other EAs (e.g. in Mumbai) to provide the best support and coverage possible for the firm’s executive staff. In this position, there is also collaboration and interface opportunity with the administrative and IT teams of other offices. As a result, this is an excellent opportunity to be part of a high-functioning administrative team while gaining a comprehensive understanding of the nonprofit sector. Lastly, this opportunity also provides entrepreneurial business building and marketing communication exposure
**Responsibilities**
**Communications**
- Act as representative and extension of your partner(s) and manager(s) in communication to clients and internal colleagues
- Draft and proofread letters, memos, documents, presentations, and reports as requested
- Track correspondence and contact with key client relationships in client relationship management system
- Help to coordinate and track communication with existing and potential clients around TBG publications and social sector research in the TBG CRM system
**Calendar Management**
- Schedule meetings with internal and external stakeholders
- Proactively resolve conflicts and prioritize commitments
- Help managers and partners prioritize and process new demands on their time
- Arrange conference rooms, catering, presentation materials, and technology as needed for meetings
**Travel**
- Coordinate domestic and international travel arrangements including air, train, hotel, and ground transportation reservations
- Adjust reservations and any affected meetings as necessary
- Provide partners and managers with important phone numbers and reservation information in case problems arise after-hours
- Provide logistic support to team of individuals that is traveling (e.g., provide maps between locations, make group dinner reservations, etc.)
- Compile itineraries
- Where needed, help with procurement of visas and identifying other necessary pre-travel prep (e.g., vaccinations)
**Other responsibilities**
- Compile and submit monthly time and expense reports for partners and managers
- Work with staff, venues, and vendors to coordinate complex meetings, convenings, team retreats, and social events
- Collaborate with other EAs and provide back-up support
- Assist internal teams with tracking correspondence and data
- Perform research and marketing support related tasks as needed
- Collaborate with other administrative functions in another firm which provide administrative support to TBG (e.g. IT, Visas)
- Provide ongoing support to the team across several office functions (e.g. recruitment support)
**Qualifications**
- Bachelor’s Degree is preferred
- **Min 3 to 5 years of experience providing direct administrative or program support to organizations and executives in MNCs.**:
- **Experience providing support in a professional services or management consulting firm is preferred but this is not a must**:
- **Interest in and enthusiasm for the nonprofit sector and the administrative field**:
- **Looking for an articulate, diplomatic, professional and highly responsive communication style**:
- Outstanding written and verbal communication skills are required with the ability to thrive in a global corporate environment
- Must be able to work both independently and as an integral member of various teams
- Energetic, with strong organizational skills and attention to detail. Takes initiative.
- Has good people skills.
- Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
- Commitment to strong performance, high standard of accountability, and openness to feedback
- Must be comfortable working in a fast-paced environment and calm u
