Executive Assistant

1 week ago

Singapore AEM SINGAPORE PTE. LTD. Full time

**SUMMARY OF ROLE**:
The Executive Assistant to C-Suite & HR (EA-C/HR) provides administrative support primarily to four individuals in the AEM Group’s Corporate office in Singapore. The Group CEO straddles his time between the US (normally based in Southern California). The EA-C/HR also provides administrative support to the Group CFO, Group COO as well as the VP for Corporate Development /Chief of Staff to CEO. Collectively the “C/HR executives”

The role of the EA-C/HR sits within the HR & Group Administration Department.

The role of an Executive Assistant to the C/HR executive extends beyond traditional administrative support. It involves acting as a strategic partner who facilitates the C/HR executives’ ability to focus on high-level Group strategy, planning, execution and decision-making. The tasks can be categorized as follows:
**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
**Administrative and Operational Support**:

- Manage complex calendars, scheduling meetings, and coordinating/making travel arrangements with attention to detail and efficiency.
- Prepare and edit correspondence, reports, presentations, and documents with accuracy and professionalism.
- Arrange and organize customer appointments, facilitate and support the organization of events with the Marketing team for the C/HR executives.
- Prepare, facilitate/enable the preparation of expense claims, tracking of travel reporting (where required) and other administrative tasks (including executive office admin and maintenance) as assigned from time to time.
- Handling confidential information with utmost discretion and integrity.

**Business Management, Programs and Project Support**:

- In collaboration of cross-functional teams, assist in the preparation/collation of business reports, by gathering and organizing relevant data.
- Assist in tracking project deadlines, deliverables, and follow-ups to ensure timely completion.
- Coordinate with cross-functional teams and external stakeholders for documentation and compliance purposes.

**Communication and Liaison**:

- Act as a point of contact between the C/HR executives and internal/external stakeholders, including board members, clients, and vendors.
- Facilitate effective communication channels to ensure information flow aligns with organizational priorities.

**Strategic Support**:

- As required, participate in strategic meetings, taking minutes, and following up on action items.
- Other tasks & projects as assigned

**Skills & Qualities**:

- Mature, proactive, detail-oriented, and capable of supporting C-Suite executives
- Problem solving & working with discretion, adaptable
- Ability to work independently and excellent communicator

**RELATED EXPERIENCE AND EDUCATIONAL REQUIREMENTS**:
**Minimum requirements**:

- Diploma or Bachelor’s degree.
- Minimum 4-6 years experience in Corporate administration / Executive Assistant support
- Strong interpersonal, communication, and problem-solving skills.
- Ability to build relationships and influence stakeholders across levels.
- Positive, can-do attitude
- Proficiency in Microsoft Office Suite and HRIS platforms (e.g., Workday, SAP, etc.).

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