Executive Assistant

We are seeking an Executive Assistant to join our Accounting & Administration team in Singapore.

This role provides support to the C-suite Executives, which includes managing schedules, communications, travel and other tasks to enhance productivity and efficiency. A key part of the role includes end-to-end logistics management of leadership and regional events, and internal management meetings.

Key Responsibilities

C-suite Executive Support

• Organize and maintain C-suite Executives schedules, including meetings, appointments and travel arrangements.
• Coordinate with internal stakeholders and those in the Business Units (BUs) for all business-related travel by the C-suite Executives.
• Serve as the primary point of contact for stakeholders, managing correspondence and filtering requests for the C-suite Executives.
• Protect the C-suite Executives time by managing incoming requests and prioritizing meetings and tasks effectively.
• Manage and submit travel requests, expenses and claims on behalf of C-suite Executives.

Administrative Support

• Prepare and submit documents to various authorities, including obtaining signatures from relevant internal and external parties, mailing and circulating documents, and related administrative activities.
• Set up meetings between various participants, including coordinating schedules and arranging meetings using platforms such as Microsoft Teams.
• Plan and monitor the execution of end-to-end logistics for events, including internal management meetings, leadership conferences and town halls.
• Ensure smooth delivery and seamless on-site coordination as required.

What We're Looking For

• Diploma or higher with more than 5 years of relevant experience supporting senior executives.
• Proven experience managing meetings, events and complex logistics.
• Executive presence and discretion, with the ability to handle confidential information with integrity.
• Strong organizational skills, with the ability to prioritize across multiple Executives, anticipate needs and ensure excellent follow-through.
• Strong stakeholder management skills, with the ability to communicate professionally with senior leaders, employees, consultants and other stakeholders.
• Strong problem-solving skills, with the ability to manage complexity, escalate issues appropriately and remain solutions-focused.
• Proficiency in Microsoft 365, Microsoft Teams, SharePoint, PowerPoint and Excel, as well as expense reporting tools and basic audio visual (AV) meeting technology.
• Experience in meeting and event management, including run-of-show planning.
• Ability to communicate clearly and effectively.
• Ability to build and maintain strong working relationships with key stakeholders, including Daiichi Life Holdings (DLHD), Daiichi Life Asia Pacific (DLAP) employees and Business Units (BUs) across the region.
• Good business communication and writing skills.
• Conflict resolution and negotiation skills.
• Responsible team player.