Business Support Executive

Overview

An experienced recruiter with a compassionate heart, offering effective HR and recruitment solutions.

Job Description

• Provide full executive secretarial support to the CEO which includes but is not limited to handling sensitive information with the utmost confidentiality and discretion. Maintain confidentiality in all communications and interactions.
• Manage the CEO’s schedule, meetings, and expense reimbursements.
• Handle the CEO's travel arrangements, local housing, and transportation for the CEO.
• Organize meetings, including agenda preparation, recording, dissemination of minutes, and follow-up with stakeholders on their deliverables.
• Coordinate local transportation, meals, and meetings for VIP visitors.
• Prepare and generate reports & presentations for the CEO.
• Manage expense reimbursement and travel arrangements for VPs.
• Perform other duties as assigned by the CEO.
• Prioritize and manage multiple tasks simultaneously to meet deadlines.
• Provide support on special projects, research, and presentations as required.
• Oversee all office administration systems and procedures, including mail handling, office and pantry supplies, general cleanliness, pest control, office decoration, and coordination of fire drill exercises.
• Perform routine internal and external customer care activities, such as office reception, phone answering, directing calls, and hosting VIP visits.
• Liaise with building management for regular maintenance and office renovation, if necessary.
• Manage travel arrangements (e.g. air ticket and accommodation) for all staff.
• Organize company events, such as birthday celebrations and quarterly communications.
• Proactively suggest new/improved processes, tools, services, and vendors to enhance the working environment and productivity.
• Monitor management and general service annual budgets, ensuring all expenses align with the budget.
• Source and collate data in preparation for meetings and workshops.
• Assist in planning, preparing, and delivering meetings and workshops.
• Handle logistics matters for meetings and workshops, including room setup, note-taking, and attendance tracking.
• May require travel, not exceeding 35% of your time.
• Perform any other duties as assigned by the supervisor.

Requirements

• 3 to 6 years of proven experience as an executive assistant or in a similar administrative role.
• Exceptional organizational and time-management skills.
• Good team working skills and the confidence to run office operations with minimal supervision.
• Strong attention to detail, adaptability to changing workloads with a problem-solving approach to work.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills for effective collaboration and relationship building.
• Keen aptitude for critical thinking, exceptional problem-solving abilities, and outstanding organizational skills.
• Able to demonstrate the capacity to analyze complex situations, think strategically, and provide innovative solutions.
• Ability to handle sensitive information with discretion.
• Strong time-management skills and multitasking ability in a fast-paced environment
• High-energy team player willing to go the extra mile to get the job done.

Company

• John Koh
• Quess Selection & Services

Licensing and Registration

• EA Licence Number: 23C2060
• Registration ID: R

Disclaimer

Disclaimer: The company is committed to ensuring the privacy and security of your information. By submitting this form, you consent to the collection, processing, and retention of the information you provide. The data collected (which may include your contact details, educational background, work experience, and skills) will be used solely to evaluate your qualifications for the position you\'re applying for. Your data will be stored securely and retained for the duration necessary to fulfill our hiring process. If you are not selected for the position, your data will be kept on file for a limited period in case future opportunities arise. You have the right to access, correct, or delete your data at any time by contacting us at Quess Singapore | A Leading Staffing Services Provider in Singapore (quesscorp.sg)

Seniorilty level

• Executive

Employment type

• Full-time

Job function

• Administrative and Customer Service

Industries

• Telecommunications and Data Infrastructure and Analytics

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