Administrative Assistant, CEO Office

1 week ago

Singapore Apex Harmony Lodge Full time

Founded in 1999, Apex Harmony Lodge (AHL) is a 210-bed nursing home focused on providing dedicated care for individuals with dementia. AHL is a community committed to empowering lives affected by dementia to continue living well. Guided by the vision to be a living model of a home committed to lives affected by dementia, we undergo on-going transformation to reframe dementia as a unique phase of life, with ground up tested models of care for the whole spectrum of People With Dementia (PWD), from those living in Long Term residential care to those living in the community.

**Position Overview**:We are seeking a proactive and detailed-oriented Administrative Assistant to provide comprehensive administrative support to the CEO. This pivotal role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently in a fast-paced environment.

**Key Responsibilities**:
**Executive Support**:

- Manage the CEO’s calendars, scheduling meetings, appointments, and travel arrangements.
- Draft, proofread, and edit correspondence, reports, and presentations.
- Prepare and organize documents for meetings, ensuring accuracy and professionalism.
- Act as the primary point of contact between the executives and internal/external stakeholders.

**Communication Liaison**:

- Facilitate effective communication between the executives and various departments, ensuring alignment with strategic priorities.
- Organize and manage internal communication platforms to promote transparency and engagement across the organization.

**Meeting & Event Coordination**:

- Coordinate and schedule meetings, conferences, and events, ensuring all resources are available.
- Take meeting minutes, follow up on action items, and ensure timely completion of tasks.
- Assist in organizing company events and initiatives, ensuring successful execution and timely delivery.

**Organisation Enablement Support**:

- Assist in the implementation of organizational development initiatives, including training programs and performance management systems.
- Coordinate with HR and other departments to ensure alignment of organizational strategies.
- Support change management processes and assist in fostering a positive organizational culture.

**Confidentiality & Discretion**:

- Handle sensitive information with the utmost discretion and professionalism.
- Maintain confidentiality in all aspects of the role, exercising tact and judgment

**Qualifications & Skills**:

- Bachelor’s degree or equivalent work experience.
- At least 3 years of experience in an administrative or executive assistant role, preferably supporting senior management.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
- Excellent verbal and written communication skills.
- Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
- Ability to work independently and as part of a team in a fast-paced environment.
- Demonstrated ability to handle multiple projects simultaneously and meet deadlines.
- Fluency in English; proficiency in additional languages is a plus.

**Preferred Attributes**:

- Experience in managing complex travel arrangements and itineraries.
- Familiarity with project management tools and software.
- Ability to anticipate the executives’ needs and proactively address challenges.

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