Position Overview:
The Executive Assistant & Office Admin Executive provides high-level executive and administrative support to the Singapore MD's and senior staff, while also managing day-to-day office administration for the Changi office. This is a dual-function role combining priority EA responsibilities with office administration duties.
Main Job Functions / Responsibilities:
Executive Assistant Tasks
- Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
- Arrange end-to-end domestic and international travel, including flights, accommodation, transportation, and itineraries for the MD and staff.
- Prepare daily schedules, reminders, and flag urgent or time-sensitive matters requiring executive attention. Coordinate schedule changes, meeting adjustments, and travel amendments with professionalism and discretion.
- Follow up on approvals, signatures, pending responses, and ensure timely closure of action items.
- Act as the primary point of contact between executives and internal/external stakeholders, liaising with senior management, clients, and external partners professionally.
- Prepare and format documents, presentations, correspondence, and meeting materials to a high standard.
- Anticipate executive needs and proactively identify and resolve potential issues before they escalate.
- Support planning and logistics for townhalls, offsites, training sessions, and team events.
Office Administration Scope
- Cover the front desk, welcome visitors, and manage refreshment setup for meetings and guests.
- Sort and distribute incoming/outgoing mail and coordinate courier services.
- Book and prepare meeting rooms, ensuring technology and refreshments are ready.
- Issue visitor access passes and coordinate with building management on access requirements.
- Answer calls, check and route voicemail messages, and manage general office enquiries.
- Maintain and update relevant Teams channels with office-related information and announcements.
- Compile monthly invoices, update user lists, and liaise with office vendors and service providers as needed.
Personality Traits & Core Competencies:
Organisational Excellence
- Ability to manage multiple priorities, calendars, and deadlines simultaneously.
- Meticulous attention to detail in scheduling, document preparation, and follow-ups.
- Natural ability to prioritise effectively and adapt to changing demands.
Communication & Stakeholder Management
- Excellent written and verbal communication skills.
- Establish and maintain relationships with executives, clients, internal stakeholders, and external partners.
- Comfortable engaging with C-suite executives and senior management.
Discretion & Professionalism
- Handle sensitive and confidential information with the utmost discretion.
- Maintain composure and professionalism in high-pressure situations.
- Represent the office and executives with poise and reliability.
Proactive & Resourceful
- Anticipate executive needs and proactively resolve issues.
- Take initiative and solve problems independently without constant supervision.
- Identify ways to improve office processes and executive support workflows.
Collaboration & Teamwork
- Work collaboratively with the co-EA to ensure seamless cross-coverage and consistent service delivery.
- Support colleagues and contribute to a positive office environment.
- Flexible and willing to take on additional tasks as required.
Drive for Results
- Deliver to agreed timelines and take ownership of tasks.
- Exhibit a can-do positive attitude and commitment to service excellence.
- Reflect on own performance to ensure accountability.
Education & Experiences:
- Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related field.
- 3–5 years of experience in an Executive Assistant, Personal Assistant, or senior administrative role, preferably supporting Director-level or above.
- Experience in a multinational corporate environment, ideally in financial services.
- Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
- Familiarity with collaboration tools and AI productivity tools (e.g., Microsoft Copilot) is a plus.
- Excellent command of written and spoken English; additional languages are an advantage.
- Strong interpersonal skills with the ability to build rapport across all levels of the organisation..
