Executive Assistant

6 days ago

NorthEast Region, Singapore Volt Auto Pte. Ltd. Full time $45,000 - $60,000 per year

Company Overview:

Volt Auto is Singapore's exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after-sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.

Position Overview:

Reporting to the Head of Human Resource & Administration, the Executive Assistant (EA) will provide high-level administrative support, ensuring the efficient operation of the executive's office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organizational goals.

Responsibilities:

  1. Calendar Management:

  2. Coordinate and manage calendar, including scheduling meetings, appointments, and travel.

  3. Prioritize and organize daily activities, ensuring efficient use of time.

  4. Communication:

  5. Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.

  6. Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.

  7. Meeting Coordination:

  8. Arrange and prepare materials for meetings, including agendas, presentations, and reports.

  9. Take minutes during meetings and follow up on action items as required.

  10. Travel Arrangements:

  11. Organize complex travel itineraries, including flights, accommodation, and transportation.

  12. Ensure all travel-related documentation and arrangements are completed efficiently.

  13. Administrative Support:

  14. Prepare and proofread documents, reports, and presentations.

  15. Manage and maintain filing systems, both electronic and paper-based.

  16. Confidentiality:

  17. Handle sensitive information with discretion and confidentiality.

  18. Ensure that all data and records are managed in compliance with company policies.
  19. Any ad-hoc duties as assigned.

Requirements:

  • Education: Minimum Diploma or Bachelor's degree or equivalent experience.
  • Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.

  • Skills:

  • Exceptional organizational and time-management abilities.

  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of professionalism and discretion.
  • Possess a valid class 3/3A driving license.

  • Attributes:

  • Proactive and self-motivated with a problem-solving mindset.

  • Ability to work under pressure and meet tight deadlines.
  • Strong attention to detail and accuracy.

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