Executive Assistant

2 weeks ago

Singapore Xora Innovation Full time

**ABOUT XORA INNOVATION**

Xora Innovation, a wholly owned subsidiary of Temasek, invests in disruptive, world-changing ventures forged by ambitious founders and powered by compelling scientific breakthroughs. Headquartered in Singapore, Xora is an early-stage deep tech investing platform of Temasek. We are looking for individuals with creativity, intellect, passion, grit, curiosity, openness, and resilience.

**ABOUT THE ROLE**

We are seeking a full-time Executive Administrative Assistant to join our growing team.

This position requires you to be based, and work from the Company’s headquarters, in Singapore.

**RESPONSIBILITIES**

Support the team in a full spectrum of office/team secretarial and administrative work, including and not limited to:

- Corporate Calendar Management and Scheduling
- Managing the corporate calendar by arranging and/or updating important dates such as corporate events and deadlines, sending reminders as required
- Managing the scheduling and logístical supports for meetings for executives whose meetings could span across different time zones
- Event coordination with multiple parties and researching/reserving suitable venues for meetings and events.
- On Premises Support
- Manage administrative matters, e.g. office management, stationery control, pantry inventory
- Handle logistics of on-site/local meetings and events, including visitor management, security clearance and catering
- Corporate Travel Management Support
- Research and book travel and accommodations for business travel.
- Liaise with travel vendors to revise, cancel, confirm, and/or troubleshoot travel arrangements
- Process invoices and expense reports
- Prepare draft corporate travel insurance claims
- Document Management
- Track the status of routine documents and agreements, sending reminders and updates, as required, to drive processes to close/completion.
- Promptly flag delays, issues, and deviations in routine processes.
- Doublecheck final documents for consistent formatting and numbering, completeness, and due execution.
- Properly file electronic documents, per Company protocols.
- As requested, secure notarization, stamping, witnessing, and signatures (electronic and/or wet ink) for documents.
- Maintain Company’s electronic document library, per Company protocols.
- Other Duties
- Research and arrange for delivery of corporate gifts.

**Requirements**:

- Competency with Microsoft Office, especially Outlook and Word, is required.
- Excellent written and verbal English communication skills
- Exceptional attention to detail; ability to follow complex instructions to a T.
- Strong organizational and project management skills; ability to navigate and thrive in a fast-paced, dynamic environment.
- Creative and proactive problem solver.
- Prior experience managing multiple clients, demands, and priorities.
- Previous work experience at a financial services company, law firm, or corporate unit of a large corporation is a big plus (but not required).
- Prior experience and/or training on handling highly sensitive and/or confidential information is helpful.

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