Executive Assistant to CEO

**Job Detail**:

- Job Reference
- P8578

**Direct Search Global is tasked to conduct a confidential search on the role of Executive Assistant to CEO in the maritime industry. This role is based in their Singapore office.**

CEO Management Assistance:

- Manage day-to-day operations of the CEO’s direct departments.
- Report directly and provide support to the CEO, including daily administrative tasks, decision execution, strategic planning, managing schedules, coordinating meetings, and handling all necessary correspondence.
- Handle projects and tasks assigned by the CEO and update the progress and completion.
- Coordinate travel arrangements, including booking flights, hotels, and rental cars.
- Manage itineraries and travel expenses of CEO and other executives.
- Coordinate the CEO’s schedule, ensuring efficient use of time and arranging key meetings and business activities.
- Prepare and write various reports, presentations and documents required by the CEO accurately and timely.

Communication and Coordination:

- Communicate and coordinate with internal stakeholders to ensure smooth communication flow and informative collaboration actively.
- Coordinate cross-departmentally to ensure timely completion of tasks and facilitate cross-departmental synergy.
- Coordinate and follow up on meeting minutes and action plans, tracking key issues and decision progress.

Business Planning and Execution Support:

- Assist CEO in developing company’s strategic planning and execution plans according to the business objectives.
- Monitor and evaluate operational performance of various business departments and provide improvement suggestions to optimize business processes and outcomes.

External Relations Management:

- Maintain positive communication and collaboration with key clients, partners, and industry stakeholders.

Administration Management:

- Handle general office management.
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
- Ensure equipment such as printer, photocopier, telephone systems, meeting rooms, shared IT devices are fully functional and ready for staff use.
- Develop and execute procedural and policy changes to improve operational efficiency and productivity.
- Arrange for general maintenance and work with project management team and/or contractors for minor renovation works.
- Participate actively in the planning and execution of company events.

**Job Requirements**:

- Diploma or Bachelor’s Degree, Advanced/Higher/Graduate Diploma in any discipline.
- Minimum of 8 years of working experience in relevant field.
- Preferably Senior Executives specializing in Secretarial/Executive and Personal Assistant, Logistics, Manufacturing and Services or equivalent.
- Strong logical thinking ability, analytical and problem-solving skills. Possess business or commercial sense, able to analyze business issues and propose effective solutions.
- Strong stress management skill, able to remain calm in high-pressure environment and multi-task efficiently. Able to react promptly and take appropriate actions in urgent situations.
- Excellent communication and collaboration skills, able to work well with personnel at different levels within the company and external stakeholders. Possess good interpersonal skills and able to build positive and professional working relationships.
- Strong adaptability in a cross-cultural and international team and work environment.
- Additional skills like Sales Force, Power BI and TeamPlayer are advantages.