Executive Assistant

Entity: Univac Precision Engineering Pte Ltd

Location: 211 Woodlands Avenue 9 | #01-86 Woodlands Spectrum II

**Job Summary**

***Provide broad variety of administrative support, including schedule meetings, handling correspondence of a sensitive and confidential nature for the Head of Univac, preparing reports, etc.

**Responsibilities**:

- ** **Responsible for supporting all the secretarial matters related to the Head of Univac office for all the geographical areas including Singapore, Malaysia, China and the US.
- Complete a broad variety of administrative tasks for the Head of Univac including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for meetings; ensure timely submission of meeting materials & list of attendees prior to all meetings; maintain up-to-date contact list to enable efficiency in communication for Head of Univac.
- Plan ahead meeting schedules and meeting agenda; attend meetings, taking minutes & following-up on items discussed to ensure timely execution.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the Head of Univac, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressure.
- Vetting of documents prior to obtaining Head of Univac’s signature, including ensuring sufficient supporting documents and rejecting of documents with errors or insufficient information.
- Support Head of Univac in the areas of administration, operations and management for the entire group covering Singapore, Malaysia, China and the US; maintain and review KIV list and to prompt appropriately to ensure Head of Univac does not overlook any important outstanding issues.
- Liaising with all Senior Executives including C-suite executives to closely monitor all on-going projects/tasks and keep the Head of Univac updated of all open/pending issues.
- Organize and maintain an efficient filing system.

**Requirements**:

- Bachelor’s degree preferred.
- Strong work tenure: five to 10 years of experience supporting senior management executives.
- Experience and interest in internal and external communications.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills with ability to build good rapport both internally and externally more effectively and efficiently, including employees, board members, external customers and suppliers.
- Strong level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity, decisive, firm with positive attitude.
- Able to distinguish between the important from the trivial in terms of work priority and complexity to relieve the Head of Univac his time from other more important issues. Be proactive at all times.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Ability to work independently.
- An organized person with strong commitment, passionate in the job and be dependable.