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Executive Assistant

2 weeks ago

Singapore OFFICE SECRETARIES PTE. LTD. Full time

Supporting a team of corporate heads including Chief Financial Officer, Head of Legal and Human Resources Director, the successful Executive Assistant will have the ability to effectively provide support in administrative and secretarial tasks to senior management, internal and external stakeholders.

**Responsibilities**

(a) General Office Support:

- Calendar management for the corporate heads including travel arrangements and expense filing, coordinate meetings with internal and external parties
- Prepare and ensure readiness of meeting facility including IT connectivity and attends to arriving guests
- Travel logistics for offsite events
- Responsible for liaising with external IT service provider including but not limited to ensure timely resolution of IT issues and manage adequate inventory of IT equipment

(b) Legal Admin:

- Assist with the scheduling of various Board meetings and preparation of Board meeting materials
- Liaise with external Corporate Secretary for resolutions and filing
- Drafting of standard correspondence
- Proofreading of correspondence and documents to ensure accuracy and completeness

(c) HR Admin:

- Onsite HR support including the onboarding and offboarding of employees
- Support general administrative duties including processing/ printing/ filing/ retrieving of corporate records, documents, and reports

(d) Finance Admin:

- Track receipt of vendor invoices, validate with business users and update in the payments module of the accounting system
- Reconcile monthly credit card statements with claims submitted
- Prepare expense management reports
- Main liaison person for bank admin matters for e.g., change of bank account signatories
- Assist with finance operations including data entry and organisation of files and other ad-hoc finance projects

**Requirements**:

- At least 5 years of experience in a similar role supporting senior management team
- Strong clerical skills including typing, word processing, mail and contact management, spreadsheets, and PowerPoint presentations
- Experience working in the financial and professional services is advantageous
- Excellent interpersonal skills
- Strong written and verbal communication skills
- Exceptional time management skills and the ability to prioritise, multi-task and meet deadlines
- Able to work independently and collaborate within a team
- Driven and determined
- High level of integrity with a diligent work ethic, resourceful and thrive in a fast paced environment
- Good eye for details