Senior Executive Assistant, Executive Office

**JOB DESCRIPTION**:
**Position Summary**:
The Senior Executive Assistant provides full spectrum secretarial support to the CEO and SOS Board of Directors. This individual will support the CEO in board engagement and corporate record-keeping of the CEO office, ensuring alignment with regulatory standards.

**Duties and Responsibilities**:
Working closely with the CEO and Board of Directors to drive communications and engagement in the following areas:
Corporate Secretarial and Board Management
- Provide comprehensive secretarial support to CEO, including managing calendars, meetings coordination, minute-taking and organising appointments and engagements.
- Liaise with board members and relevant stakeholders to ensure effective communication and engagement.
- Prepare, review, and distribute board meeting agendas, background materials, and supporting documents in a timely manner to ensure board members have the necessary information for informed decision-making.
- Manage compliance with corporate governance requirements, assisting in maintaining statutory records and filings.
- Facilitate the preparation of key documents related to board member appointments, term renewals, resignations, and training, ensuring all relevant approvals and legal obligations are met.

Records Management and Document Control
- Establish and maintain a comprehensive system for secure storage, tracking, and easy retrieval of all corporate records, including meeting minutes, policies, and other governance documents, in compliance with data protection regulations.
- Manage the distribution, signature, and archival of sensitive board documents, agreements, and disclosures, ensuring all records are secure, up-to-date, and accessible to authorised parties only.

**Executive and Personal Assistant Support**
- Maintain strong, proactive relationships with all stakeholders and partners, leading high-profile engagements such as Guest-of-Honour invitations, and collaborating closely with relevant government offices to ensure seamless coordination and administrative efficiency.
- Handle confidential information with the utmost discretion, maintaining high standards of confidentiality in all personal and professional matters.
- Facilitate effective communication with board members, donors, government agencies, partners, and other stakeholders, handling requests, inquiries, and issues with a solution-oriented approach and sensitivity to each relationship’s unique needs.
- Attend key meetings with or on behalf of the CEO, as required, taking notes, documenting action items, and managing follow-up activities to ensure completion of agreed tasks and resolutions.

**Working Conditions**:

- Office environment
- The role is based on regular office hours, Monday to Friday, with a standard 5-day work week.
- However, due to the need to attend certain meetings and engagements involving Board, volunteers or other stakeholders, the role may occasionally need to be available outside of regular hours to support CEO as needs arise.

**CANDIDATE REQUIREMENTS**:
**Educational Qualification**:

- Degree in Business Administration, Corporate Governance ore related field

**Relevant Experience**:

- Minimum of 8 years’ experience in an executive assistant role, with at least 3 years supporting C-level executives.
- Proven experience in board management and corporate secretarial work.
- Prior experience in stakeholder engagement and relationship management.
- Familiarity with corporate governance practices and compliance requirements

**Behaviour Traits & Attitude**:

- Maintain confidentiality and handle sensitive information with discretion and professionalism.
- Meticulous attention to detail, especially in document preparation, minute-taking, and communication.
- Superior written and verbal communication skills, including the ability to draft professional correspondence and reports
- Strong interpersonal skills with the ability to interact effectively with board members, senior executives, and key stakeholders.
- Demonstrates initiative and a proactive approach to problem-solving, anticipating the needs of the CEO and stakeholders.

**HOW TO APPLY**:
Please indicate your current and expected salary. Interested persons are invited to send their resume:
**By mail**:
**Samaritans of Singapore (SOS) Human Resource Department **Block 10 Cantonment Close #01-01 Singapore 080010