Executive Assistant

2 weeks ago

Singapore PILATES CONNECT PTE. LTD. Full time

**Position Overview**:The Executive Assistant plays a pivotal role in ensuring the smooth functioning of the office and providing comprehensive administrative support to the Chairman and the Executive Director of the company. This role requires professionalism, discretion, organizational skills, and the ability to manage a wide range of tasks efficiently.

**Responsibilities:
**1. Executive Support**:

- Manage the Chairman's calendar, schedule meetings, and appointments, ensuring optimal time management and coordination.
- Prepare meeting agendas, presentations, and other materials as required for meetings chaired by the Chairman or the Executive Director.

**2. Office Management**:

- Oversee the day-to-day operations of the office, ensuring it runs efficiently and effectively.
- Maintain office supplies and equipment, coordinating repairs and maintenance when necessary.
- Manage travel arrangements, including booking flights, accommodations, and transportation for the Chairman and the Executive Director when required.

**3. Communication and Coordination**:

- Coordinate and liaise with various teams to ensure timely completion of tasks and projects.
- Facilitate communication and collaboration among team members, fostering a positive working environment.

**4. Document Management**:

- Organize and maintain both electronic and physical filing systems for documents, ensuring easy retrieval and confidentiality.
- Maintain records, prepare meeting minutes, and assist in the documentation of important decisions and discussions.

**5. Event Coordination**:

- Plan and organize company events, meetings, and conferences, including logistics, invitations, and catering arrangements.

**6. Confidentiality and Discretion**:

- Handle sensitive and confidential information with the utmost discretion and professionalism.
- Uphold a high level of confidentiality in all interactions and communications.

**7. Miscellaneous Tasks**:

- Provide general administrative support, such as photocopying, scanning, faxing, and data entry.
- Perform ad hoc tasks and projects as assigned by the Chairman and the Executive Director.

**Requirements**:

- Proven experience as an executive secretary, personal assistant, or office manager, preferably in a corporate environment.
- Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
- Good verbal and written communication skills.
- Proficiency in using office software (e.g., Microsoft Office Suite) and communication tools.
- High degree of professionalism, discretion, and reliability.
- Strong interpersonal skills and the ability to work effectively with individuals at all levels.
- Problem-solving abilities and a proactive approach to handling challenges.

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