Company Description
We are seeking a dependable and detail-oriented Executive Assistant to support the Managing Director in a dynamic and fast-paced business environment.
Our group operates within the hospitality and F&B industry, with subsidiaries across Singapore, Taiwan, and Portugal. This is a high-trust role that requires strong organisational skills, discretion, and the ability to manage competing priorities independently.
The successful candidate will play a key role in ensuring smooth day-to-day operations, while supporting senior leadership across administrative, coordination, and finance-related responsibilities. This role offers exposure to multi-entity operations and cross-border coordination, with occasional business travel required.
Key Responsibilities
Executive Support
- Provide full administrative and executive support to the Managing Director, including calendar management, meeting coordination, and handling of confidential correspondence
- Manage scheduling priorities and ensure smooth coordination of meetings and appointments
- Act as a key point of contact for time-sensitive matters
Travel & Coordination
- Manage end-to-end international and regional travel arrangements, including flight bookings, accommodation, and itinerary planning
- Coordinate with internal teams, external vendors, and stakeholders across multiple regions
- Occasional business travel may be required (approximately 2–3 times per year)
Project & Business Support
- Support project coordination and execution across various business initiatives
- Liaise with internal departments, partners, and external stakeholders to ensure timely follow-through
- Assist in cross-border coordination for regional operations
Office & Administrative Management
- Oversee office management and administrative operations to ensure smooth day-to-day business continuity
- Maintain organised documentation and filing systems
Finance, HR & Subsidiary Support
- Support Accounts Payable (AP) processes, including invoice tracking, verification, and coordination with vendors
- Assist with expense reporting and claims, ensuring accuracy and proper documentation
- Perform basic reconciliation of expenses, invoices, and reports to ensure accuracy and proper tracking
- Support payroll coordination and HR-related administrative matters where required
- Assist with administrative, HR, and finance support for subsidiary operations, including documentation and internal coordination
Requirements
- Minimum 5 years of experience in an Executive Assistant or similar role
- Prior experience supporting senior management (e.g. Director / Managing Director) preferred
- Strong organisational skills with high attention to detail
- Proficient in Microsoft Excel and Microsoft Office Suite
- Experience with expense reporting, Accounts Payable (AP), and basic payroll coordination
- Familiarity with HR processes and administrative matters
- Able to work independently with minimal supervision
- Strong communication skills and ability to liaise with stakeholders across regions
- High level of discretion and professionalism when handling confidential information
- Experience working in an SME or multi-entity environment will be an advantage
- Due to business requirements, this role is open to Singapore Citizens or Permanent Residents
Personal Attributes
- Reliable, structured, and detail-oriented
- Proactive with a strong sense of ownership
- Calm and composed under pressure
- Able to prioritise effectively in a dynamic environment
