Executive Assistant

Job Summary

This is a 1-year contract full-time position (renewable).

The incumbent will report to the Chief Financial Officer (Asia Pacific, China and India) based in the Regional Head Office at Singapore. This role shall provide full secretarial and business support in a precise, timely, and efficient manner to both CFO and functional business leader(s) based in Singapore. Considerable discretion, judgment, tact, and diplomacy are required as confidential information and matters are prevalent within the scope of this role.

Responsibilities

• Manage the agenda and required meeting materials for business leaders’ calendar and schedule accurately and timely whilst adhering strict confidentiality on all matters
• Schedule and set up various global and regional meetings for CFO and Senior Executives, e.g. the board of directors/committee members, facilitation duties including logistical arrangements where necessary
• Collaborate with CFO’s team/stakeholders at local/regional levels, on operational business matters & tasks and maintain timely and accurate communication of information
• Engage professionally with staff at all levels, update the team on important tasks and project assignments’ deadlines and as well as external parties where necessary
• Support the CFO with status updates of current cross-functional tasks and projects, collaborate with the teams to ensure procedures and timelines are met when required
• Responsible for travel and logistics arrangements, including training workshops/seminars and coordination on ad hoc duties e.g. team building activities/town halls
• Provide support in consolidation/preparation of business reports, presentation materials and data collation across the region
• Management of documents including specific filings and archival tasks
• Collaborate with respective PICs on necessary preparations that include but are not limited to logistics (accommodation, VISA application, refreshments etc.) on VIP/Senior Leaders’ business meetings and visits
• Any specific responsibility/task assigned by CFO

Requirements

• Diploma/Degree of any discipline from a recognized institution
• 8 - 10 years’ experience in a similar capacity, preferably with relevant experience from a multinational background and thrive in a fast-paced business environment
• Proficient in administering secretariat support for C-Suite Executives, with a meticulous and business-savvy mindset
• Possess a high level of professional discretion and prioritization skills in the review of business documents before distribution
• Strong engagement and service-oriented aptitude with ability to collaborate with team members on business activities set-up
• Effectively managing workload by identifying high-impact tasks, aligning priorities with key objectives, and maintaining clear visibility over timelines and deadlines
• Demonstrates a proactive approach to scheduling, anticipates potential roadblocks, and adjusts plans accordingly to stay on track and meet commitments
• Flexible, resilient with excellent communication and relationship management skills
• Fluency in English and other language skills is an advantage
• Proficiency in Microsoft Office

Skills

The ideal candidate would likely showcase:

• Demonstrated ability to collaborate with different teams across countries/regions
• Excellent problem-solving, coordination and planning skills
• Accountability, integrity, meticulous and collaborative
• Strong interpersonal and communication skills