We are seeking a highly capable Executive Assistant (EA) to provide direct support to the CEO of a market-leading stone fabrication and architectural surfaces business. This is a senior executive-support role focused on helping the CEO manage priorities, communications, stakeholder relationships, meetings and executive-level deliverables.
The successful candidate will understand stakeholder requirements, coordinate the necessary inputs, and translate information into clear and professional materials such as slide decks, proposals, company profiles, briefing documents and event submissions. The role does not replace technical, marketing, commercial or graphic-design specialists. Instead, the EA acts as the central coordinator, ensuring that relevant information is gathered, structured, refined, approved and delivered on time.
Candidates with experience in architecture, interior design, design-and-build, property development, building materials or other project-based, client-facing industries will have a strong advantage.
Key Responsibilities:
1. Executive Support and Priority Management
- Manage the CEO's calendar, travel arrangements and key commitments.
- Prioritize competing requests based on urgency, commercial importance, stakeholder expectations and the CEO's objectives.
- Ensure the CEO is properly prepared for meetings and external engagements.
- Maintain a clear overview of the CEO's priorities, outstanding decisions and follow-up commitments.
- Support the CEO in allocating time effectively across clients, internal teams, business partners and strategic matters.
- Prepare meeting agendas, briefing notes, presentation materials and relevant background information.
2. Executive Communications and Follow-Through
- Organize and coordinate incoming communications to the CEO.
- Draft, review and refine communication material on behalf of the CEO.
- Adapt communication style to suit clients, business partners, event organizers, consultants and senior internal stakeholders, aligned to the CEO's intent.
- Track important correspondence and ensure required responses and follow-ups are completed.
- Circulate concise meeting summaries and follow-up actions, where required.
- Follow up with relevant parties to ensure agreed actions are completed.
3. Stakeholder Management and External Engagements
- Engage with internal and external stakeholders to understand their objectives, audience, requirements and deadlines.
- Bring clarity to incomplete or ambiguous requests before work begins.
- Translate stakeholder discussions into clear briefs, deliverables and timelines.
- Maintain clear ownership of actions, deadlines and approvals.
- Liaise with event organizers regarding schedules, audience profiles, presentation formats, requirements, deadlines, venue details and logistics.
- Prepare or coordinate speaker notes, briefing documents, presentation decks, executive profiles and supporting materials.
- Be responsible for the CEO's participation and preparedness, while full event planning, booth execution, campaign management and event production remain with the relevant internal or external team.
4. Presentations and Client-Facing Materials
- Coordinate, draft and refine slide decks, company profiles, capability statements, executive briefings and client meeting materials.
- Improve the organization, readability, tone and visual hierarchy of work.
- Adapt corporate materials for different audiences and business opportunities.
- Coordinate cross-functionally to obtain accurate technical, project, commercial and operational information.
- Consolidate information from multiple sources into a coherent structure for executive review.
- Conduct final quality checks for grammar, consistency, formatting, completeness and version accuracy.
- Maintain current versions of frequently used company presentations, profiles, biographies, credentials and supporting materials.
5. Information and Document Management
- Maintain organized and confidential records relating to the CEO's office.
- Establish and maintain clear systems for file naming, version control, review and approval.
- Ensure documents and company information are organized and easy to locate.
- Maintain confidentiality when handling sensitive commercial, personal, employee and client information.
- Reduce duplicated, outdated or inconsistent versions of executive and corporate materials.
Requirements
- 3+ years of experience supporting a CEO, managing director, business owner, senior executive or senior client-facing team.
- Demonstrated experience preparing, coordinating or refining professional presentations, proposals, reports or client-facing documents.
- Experience managing multiple stakeholders, deadlines and information sources.
- Strong experience in calendar management, meeting coordination and executive follow-up.
- Experience handling confidential and commercially sensitive information.
- Candidates are encouraged to submit 2-4 examples of relevant work demonstrating presentation development, proposal preparation, or client-facing document coordination. Confidential or proprietary information should be removed or anonymized.
Capabilities
- Excellent written and spoken English (proficiency in spoken Mandarin is a plus).
- Proficiency in MS Office.
- Ability to structure complex or incomplete information clearly.
- Strong business writing, editing and proofreading skills.
- Strong judgement and discretion.
- High attention to detail and document consistency.
- Ability to work independently while knowing when escalation is required.
- Confidence communicating with clients, senior executives, consultants and external partners.
- Ability to manage interruptions while protecting time for focused work.
- Strong follow-through and deadline management.
- Resourcefulness and ability to leverage AI tools as support to optimize workload.
Our office is currently located at Sungei Kadut (near Kranji/Yew Tee MRT). However, we are relocating our company to 30 Kranji Loop TimMac @Kranji Singapore 739570.
Only shortlisted candidates will be notified.
