Mindshare Executive Assistant

We are looking for a highly motivated Executive Assistant to play a pivotal role in ensuring office operations run smoothly. This individual will also support the Executive’s team and the overall business. By providing administrative support, the Executive Assistant ensures the team is coordinated, prepared and current on all corporate and professional matters.

**Reporting of the role**:
This role reports to the CEO Mindshare, Asia Pacific

**Responsibilities**:

- Manage all scheduling of meetings, event planning, and maintain a clear and concise calendar
- Arrange domestic and international travel, complete travel expense reports, and manage logistics of travel
- related activities
- Expense management: Handle expense reports and reconciliation
- Participate in the planning and execution of internal/global/regional meetings
- Department budget coordination and monitoring
- Provide administrative support for day-to-day operations as well as individual projects
- Compiles agendas with input from Senior Leadership Team [SLT] Arranges for appointments, meetings, interviews with stakeholders
- Maintaining Confidential information
- Headcount, Expense (Financial) Management & Reporting
- Prepare correspondence, reports and presentation material
- Coordinate with other team members to ensure that all parties are on track with project requirements, budgets, and deadlines
- Composing and preparing correspondences
- Formatting, proofing, and editing documentation and Power Point presentations in accordance with corporate design standards
- Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and follows up on assigned action items

**What Your Day Looks Like in Mindshare**:

- Manage the overall administrative requirements in support of the Executive, in order to meet all business needs
- Schedule & Calendar Management including the coordination & organizing of events, meetings, appointments, schedules, and venues
- Organize and coordinate travel arrangements (transportation, hotels, etc.)
- Track and manage expenses including budget projects, and prepare appropriate reports
- Provide ad hoc support for external event coordination and project management
- Prepare presentations as well as handouts via copying, printing and binding; edit documents, including proofreading and formatting
- Handle any incoming office inquiries and requests and communicate regularly with the team
- Coordinate all office staffing logistics (security cards, seating arrangements, renovations, etc.)
- Implement and maintain office systems and procedures; participate in projects that contribute to the continuous improvement of office services
- Manage relationships with external vendors - ensure that all office and kitchen supplies are well stocked and negotiate service contracts
- Other day-to-day office and business administrative needs as required

**What You Need**:

- Post-secondary education in administration is desirable, or equivalent experience
- Extensive Microsoft Office experience including Excel, Outlook, PowerPoint and Word
- Excellent verbal and written communication skills, including social and conflict management
- Proactive mindset - including ability to prioritize, anticipate needs, and work well under pressure
- High level of organization and the ability to coordinate multiple projects and tasks
- Demonstrated ability to maintain sensitive information with confidentiality and professionalism
- Ability to strategically solve problems and provide advice to the Executive team
- A high level of accuracy and attention to detail
- Must be self-directed and able to work independently

**About Mindshare**:
Mindshare is a media services company that accelerates Good Growth for its clients. Our company values of energy, empathy and impact bind together our diverse global family of 10,000 people from every culture and with every specialist skill you can imagine. You can check out some of our people’s stories on LinkedIn or Instagram or hear about the company in their own words here. Mindshare is part of GroupM, the world’s leading media investment company, and WPP, the world’s largest advertising holding group.

**About Singapore**:
GroupM Singapore operates in one of the most dynamic and exciting environments in the world. Although it is a small domestic market, there is a vibrant media industry which is undergoing rapid evolution as digital technology reshapes the way marketing supports advertisers’ needs. Being at the crossroads of Asia means, that aside from the local clients and media owners, we also have a high proportion of multi-national clients, renowned brands and media owners. Making GroupM Singapore the Number One organisation to join and develop your career in media investment.

GroupM is an equal opportunity employer. We view everyone as an individual and we understand that inclusion is more than just diversity - it’s about belonging. We celebrate the fa