Executive Secretary to Chairman

2 weeks ago

Singapore XINGANG INVESTMENT PTE. LTD. Full time

**Overview**:
We are seeking an exceptional **Executive Secretary**to function as the **strategic and operational right hand to the Chairman**in a fast-moving, founder-led environment.

This role goes far beyond traditional secretarial or scheduling duties — it demands business judgment, discretion, and the ability to act with the **authority and foresight of an Executive Assistant at leadership level**.

**Key Responsibilities**:
**1. Strategic & Executive Support**:

- Partner closely with the Chairman to drive priorities, manage follow-through, and translate strategic goals into actionable plans.
- Anticipate needs, gather insights, and prepare the Chairman for critical meetings, discussions, and decisions.
- Represent the Chairman in select internal or external meetings, ensuring consistency in direction, tone, and outcomes.

**2. Communication & Coordination**:

- Draft, refine, and manage high-level communications, business correspondence, and presentation materials.
- Act as the primary liaison between the Chairman’s Office and senior partners, clients, and stakeholders — maintaining professionalism and diplomacy at all times.
- Handle confidential documents, negotiations, and sensitive information with the utmost discretion.

**3. Operations & Scheduling Excellence**:

- Manage the Chairman’s calendar, travel, and engagements with strategic insight — prioritizing time for maximum impact.
- Coordinate multi-stakeholder activities, ensuring smooth execution of events, meetings, and projects.
- Maintain oversight of task progress, deadlines, and operational follow-ups across business functions.

**4. Project & Business Support**:

- Take ownership of delegated projects or initiatives, ensuring timely execution and alignment with business objectives.
- Provide analytical or administrative support on business development, HR, or operational matters.
- Serve as the central information hub — organizing key data, contracts, and records for executive decision-making.

**5. Confidential & Personal Affairs Management**:

- Manage select personal or lifestyle-related matters that support the Chairman’s efficiency and focus.
- Coordinate seamlessly between professional and personal domains, maintaining confidentiality and balance.

**Requirements**:

- Diploma or Degree in **Business Administration, Management, or related field**.
- **Minimum 5 years’ experience**in executive secretarial or EA-level roles supporting senior leadership or business owners.
- Excellent communication skills in **English and Mandarin**, both written and spoken.
- Strong command of **Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)**and office productivity tools.
- In-depth understanding of **Singapore business and employment practices**.
- Proven ability to exercise **sound judgment, initiative, and complete discretion**.
- Professional presence, resourceful mindset, and the ability to operate autonomously in a dynamic environment.

You are not a scheduler — you are a **strategic partner**.
You understand the rhythm of leadership and can anticipate the Chairman’s needs before they are spoken. You thrive in an environment where trust, precision, and judgment define success, and where your contribution directly impacts the company’s momentum and reputation.

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