Executive Assistant to the Chief Executive Officer (CEO)

Job Title: Executive Assistant to the Chief Executive Officer (CEO)
Location: Singapore

Introduction:
Millennium Technology Services (MTS), headquartered in Singapore, is a global provider of world-class business solutions and IT services. With a strong focus on serving multinational corporations, MTS supports Fortune 500 clients across Asia and international markets through a network of regional offices and strategic partners.

Asa fast-growing organization, MTS is committed to operational excellence, customer success, innovation, and sustainable growth. We are seeking a highly organized, proactive, and business-oriented Executive Assistant to support the Chief Executive Officer in both executive management and business development activities.

Purpose of the Role
The Executive Assistant to the CEO serves as a trusted partner to the CEO, providing high-level administrative, operational, and business support. The role is responsible for managing executive priorities, coordinating strategic initiatives, facilitating communication with internal and external stakeholders, and supporting business development activities across the organization.

The successful candidate must be highly organized, detail-oriented, commercially aware, and capable of handling confidential information with professionalism and discretion.

Key Responsibilities
Executive Support
. Manage the CEO's calendar, appointments, travel arrangements, and meeting schedules.
. Coordinate executive meetings, leadership reviews, board meetings, and management presentations.
. Prepare agendas, meeting packs, reports, minutes of meetings, and follow-up action trackers.
. Screen and prioritize incoming communications, requests, and correspondence.
. Draft business correspondence, presentations, reports, and executive communications on behalf of the CEO.
. Monitor and follow up on action items arising from meetings and strategic initiatives.
. Handle sensitive and confidential information with the highest level of discretion.
. Serve as the primary liaison between the CEO and internal departments, clients, partners, and external stakeholders.

Business Development Support
. Support the CEO in driving strategic business development initiatives.
. Assist in the preparation of proposals, bid responses, presentations, and customer engagement materials.
. Coordinate meetings with existing customers, prospective clients, technology partners, investors, and industry stakeholders.
. Maintain and update business development pipelines, opportunity tracking, and sales reports.
. Support market research, competitor analysis, and identification of new business opportunities.
. Track key customer engagements and ensure timely follow-up of opportunities and action items.
. Assist in coordinating strategic partnerships, alliances, and joint business initiatives.
. Help organize customer events, executive briefings, networking activities, and industry conferences.

Executive Operations & Project Coordination
. Support the planning and execution of CEO-led strategic initiatives and transformation projects.
. Coordinate cross-functional activities involving Sales, Operations, Finance, HR, Delivery, and Corporate Services.
. Prepare management dashboards, KPI reports, and business performance summaries.
. Monitor project timelines, deliverables, and executive-level action plans.
. Assist the CEO in maintaining visibility across key business priorities and organizational objectives.
. Track business risks, escalations, and strategic issues requiring executive attention.

Stakeholder Management
. Maintain professional relationships with customers, partners, government agencies, investors, and senior executives.
. Represent the CEO in coordinating communications and follow-up activities when appropriate.
. Support executive visits, customer meetings, and strategic engagements.
. Ensure a positive and professional image of the organization is maintained at all times.

Administrative and Governance Support
. Manage executive documentation, contracts, approvals, and records.
. Maintain filing systems for confidential corporate and executive documents.
. Support board and management governance activities.
. Ensure timely completion and coordination of CEO approvals and delegated authority processes.
. Assist with policy, compliance, and audit-related documentation when required.

Qualifications and Experience
Education
. Bachelor's Degree in Business Administration, Management, Marketing, Communications, Finance, or a related discipline.
. MBA or professional certifications will be an advantage.

Experience
. Minimum 5 years of experience as an Executive Assistant supporting C-level executives.
. Experience supporting CEOs, Managing Directors, Presidents, or Regional Leaders preferred.
. Previous exposure to business development, sales operations, project coordination, or executive office management is highly desirable.
. Experience working in technology, professional services, consulting, telecommunications, or multinational organizations is an advantage.

Skills and Competencies
Executive Management
. Excellent organizational and time management skills.
. Strong planning and coordination capabilities.
. Exceptional attention to detail.
. Ability to manage multiple priorities in a fast-paced environment.

Communication
. Excellent verbal and written communication skills in English.
. Strong presentation and executive-level reporting capabilities.
. Ability to communicate effectively with senior leadership and external stakeholders.

Business Acumen
. Commercial awareness and understanding of business operations.
. Ability to understand sales pipelines, customer relationships, and strategic initiatives.
. Strong analytical and problem-solving skills.

Technology
Proficiency in:
. Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams)
. CRM systems
. Project management tools
. Business reporting and dashboard platforms

Personal Attributes
. Highly professional and trustworthy.
. Strong sense of ownership and accountability.
. Proactive, resourceful, and results-oriented.
. Ability to work independently with minimal supervision.
. High level of confidentiality and integrity.
. Strong interpersonal and stakeholder management skills.
. Flexible and adaptable in adynamic business environment.

Key Performance Indicators (KPIs)
. Effective management of CEO calendar and priorities.
. Timely completion of executive action items.
. Quality and accuracy of executive reports and presentations.
. Business development opportunity tracking and follow-up effectiveness.
. Stakeholder satisfaction and responsiveness.
. Successful coordination of executive initiatives and strategic projects.
. Compliance with governance and confidentiality requirements.

Career Path
This role provides exposure to executive leadership, strategic planning, sales management, customer engagement, and corporate operations, offering potential future progression into:

. Executive Office Manager
. Chief of Staff
. Business Operations Manager
. Sales Operations Manager
. Strategic Programs Manager
. Corporate Development Manager