Executive Assistant to CEO

5 days ago

Singapore ITS SCIENCE & MEDICAL PTE LTD Full time

**Roles & Responsibilities**

**_Senior Management Liaison _**
- Acts as an adjunct member of the Executive Team, assisting with meeting scheduling and attendance.
- Helps coordinate agendas to achieve business outcomes.
- Collaborates with the finance department to prepare necessary reports.

**_Executive Support _**
- Handles a wide range of administrative tasks for the CEO, including managing a busy appointment calendar, drafting and preparing sometimes confidential correspondence, arranging comprehensive travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
- Communicates on behalf of the CEO with internal and external stakeholders regarding programmatic initiatives.
- Researches, prioritizes, and addresses incoming issues and concerns directed to the CEO, including sensitive or confidential matters, and determines the appropriate course of action, referral, or response.
- Facilitates smooth communication between the CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management.
- Works closely and effectively with the CEO to keep them well-informed of upcoming commitments and responsibilities, following up as needed.
- Provides leadership in building relationships essential to the organization’s success and manages various special projects for the CEO.
- Completes critical deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that enable the CEO to lead the company effectively.
- Prioritizes conflicting needs, handles matters promptly and proactively, and ensures projects are followed through to successful completion, often under deadline pressure.
- Supports administrative tasks within human resource functions.

**Qualifications**
- Excellent organizational skills demonstrated by the ability to manage and prioritize multiple tasks seamlessly with meticulous attention to detail.
- Strong interpersonal skills enabling effective relationship-building with stakeholders, both internal (staff) and external partners.
- Exceptional written and verbal communication skills at an expert level.
- Proven proactive problem-solving abilities with strong decision-making capabilities.
- Demonstrates emotional maturity.
- Highly resourceful team player who can also work effectively independently.
- Track record of handling confidential information discreetly, with adaptability to manage competing demands.
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
- Forward-thinking individual who actively identifies opportunities and proposes innovative solutions.

**Education and Experience Requirements**:

- At least a Bachelor's degree, ideally in Science discipline.
- Relevant work experience: 6 to 10 years supporting C-level executives or senior management in a dynamic SME environment.
- Experience and interest in internal and external communications, as well as partnership development.
- Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat.

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