Company Overview:
Volt Auto is Singapore's exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after-sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.
Position Overview:
Reporting to the Head of Human Resource & Administration, the Executive Assistant (EA) will provide high-level administrative support, ensuring the efficient operation of the executive's office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organizational goals.
Responsibilities:
Calendar Management:
- Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
- Prioritize and organize daily activities, ensuring efficient use of time.
Communication:
- Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.
- Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.
Meeting Coordination:
- Arrange and prepare materials for meetings, including agendas, presentations, and reports.
- Take minutes during meetings and follow up on action items as required.
Travel Arrangements:
- Organize complex travel itineraries, including flights, accommodation, and transportation.
- Ensure all travel-related documentation and arrangements are completed efficiently.
Administrative Support:
- Prepare and proofread documents, reports, and presentations.
- Manage and maintain filing systems, both electronic and paper-based.
Confidentiality:
- Handle sensitive information with discretion and confidentiality.
- Ensure that all data and records are managed in compliance with company policies.
- Any ad-hoc duties as assigned.
Requirements:
Education: Minimum Diploma or Bachelor's degree or equivalent experience.
Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
Skills:
- Exceptional organizational and time-management abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Ability to handle multiple tasks and prioritize effectively.
- High level of professionalism and discretion.
- Possess a valid class 3/3A driving license.
Attributes:
- Proactive and self-motivated with a problem-solving mindset.
- Ability to work under pressure and meet tight deadlines.
- Strong attention to detail and accuracy.
