Executive Assistant cum Admin Manager

4 days ago

East Region, Singapore Vallen Singapore Pte Ltd Full time $60,000 - $120,000 per year

Are you passionate about making the company run smoothly by supporting the CEO in maximizing productivity, making decisions more easily, and supporting the leadership? Do you love managing processes methodically and strategically, plus communicating proactively, so that the CEO is more available to make critical and high-level business decisions? Are you a smart, energetic, highly organized, effective communicator and entrepreneur?

As Executive Assistant and Admin Manager, you effectively prioritize multiple responsibilities and handle multiple tasks. With your strong attention to detail, you organize and maintain the CEO's schedule. You will work closely with the executive leadership team to ensure all assigned duties are carried on timely and efficiently and will also oversee office administration. This is a position which offers you opportunities for growth and development.

What will you deliver?

  • Manage the CEO's daily and weekly schedule, arrange appointments, meetings, conference calls, coordinate travels, etc., determine purposes and priorities, rationalise recurring meetings. Coordinate logistics when necessary.
  • Attend meetings and keep minutes.
  • Perform administrative work such as expense claims, filing, etc.
  • Perform work that requires a high level of discretion and confidentiality, ensure they remain secure.
  • Coordinate activities among teams and outside parties. Contact personnel at all organizational levels on behalf of the CEO.
  • Communicate on behalf of the CEO, determine the most appropriate method of communication by assessing situations and applying judgement.
  • Handle special and adhoc projects, follow up with others on key initiatives or special requests.
  • Conduct research, prepare presentations or reports.
  • Ensure compliance with the company policies and procedures.
  • Assist employees in their booking for travel requests (eg. Flight and Hotel bookings)
  • Responsible for the management of total office and administration function of the office including but no limited to issue resolution / crisis management, business continuity planning, housekeeping, reception and pantry supplies, mail room and courier.
  • Assist with facility management matters with coordination with other departments (eg. HR/IT etc)

Key Qualifications

  • Bachelor's degree in Business Administration or related disciplines.
  • Excellent judgment and a high level of professionalism and discretion, especially when handling sensitive and/or confidential information.
  • Self-starter with strategic problem-solving skills and a natural desire to take on new challenges.
  • Strong ability to coordinate, prioritize and execute multiple activities at the same time.
  • Detail-oriented with strong organization, time management, and follow-up skills.
  • Excellent written communicator – able to communicate effectively and persuasively to a variety of constituencies.
  • Strong interpersonal skills and ability to work both independently and with a team.
  • Excellent ability to take direction, plan ahead and anticipate needs.
  • Strong proficiency in Microsoft Word, Excel, and PowerPoint and general comfort with technology.

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