Executive Assistant

We are seeking a highly capable and proactive Global Executive Assistant to support the Chief Operating Officer.

Based in Singapore, this role requires a blend of traditional executive support and personal assistant responsibilities, with a strong emphasis on strategic thinking, discretion, and cross-functional coordination.

Job Description

The Executive Assistant will play a pivotal role in supporting the Chief Operating Officer by applying strategic thinking and problem-solving skills to ensure smooth operations and effective decision-making.

Key capabilities include:

• Anticipating Needs: Identifying potential challenges or opportunities in scheduling, travel, and communications.
• Decision Support: Preparing reports, presentations, and summaries to aid strategic decisions.
• Workflow Optimisation: Streamlining administrative processes to enhance efficiency.
• Cross-Functional Coordination: Collaborating across teams and regions to align with strategic goals.
• Crisis Management: Managing urgent or sensitive matters with calm and resourcefulness.
• Confidential Advisory: Acting as a trusted advisor with insight into business priorities.
• Project Support: Tracking milestones and coordinating stakeholders for strategic initiatives.

• Manage complex calendars
• Coordinate and book travel
• Organize and prepare meetings (agendas, minutes, action trackers)
• Prepare and format documents and presentations
• Provide high-level administrative support to the COO
• Coordinate events and liaise with vendors

• Prepare and reconcile expense reports
• Maintain filing systems and databases
• Generate reports and presentation materials
• Book appointments and manage schedules
• Support internal and external communications

• Occasional support for visiting executives
• Business-as-usual support including scheduling and logistics

• Intermediate to advanced computer proficiency
• Strong communication and interpersonal skills
• Excellent organizational and time-management abilities
• Minimum 4+ years senior administrative experience
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• High level of confidentiality and discretion
• Diploma in Business Administration or Accounting
• Ability to multitask and manage competing priorities
• Emotional intelligence and proactive problem-solving

• 5 years EA/PA experience supporting C-suite individuals
• Experience in engineering or construction sectors
• Bachelor’s degree preferred

• Initiative and self-motivation
• Discreet and unflappable under pressure
• Anticipates needs and takes proactive action
• Blends business and personal support seamlessly
• Team player with high accuracy and attention to detail
• Flexible, dependable, and adaptable

• Exposure to engineering and construction sector operations
• Combines traditional corporate EA responsibilities with private PA support
• Operates in a global, multicultural environment