Executive Assistant / 3 months contract / Science Park - Toa Payoh

Executive Assistant / 3 months contract / Science Park

Summary

Success in this role requires discretion, efficiency, and the ability to anticipate needs in a fast-paced environment.

Responsibilities

• Accurately and efficiently manage and coordinate the Leads’ schedules, including prioritising and scheduling meetings, appointments and conference calls
• Proactively address potential scheduling conflicts and adjust, when necessary

• Arrange and manage complex domestic and international travel, including flights, accommodations, and ground transportation and other logistics
• Ensure travel plans align Leads’ preferences and business requirements
• Prepare pre-trip meeting and information documents to ensure smooth travels
• Support filing of post-trip claims and reimbursements
• Evaluate corporate travel agents annually and recommend adjustments as needed.
• Identify, and curate travel booking platforms or vendors (eg. Booking.com, and other relevant sites) that would support Leads’ travels
• Track and exercise budget prudence in managing Leads’ travels and entertainment

• Provide timely back-up support during fellow EA’s absence, including but not limited to support of the team
• Maintain clear and timely communication regarding meeting schedules, travel plans, and administrative updates.

Requirements:

• At least 5 years of experience as an Executive Assistant, in VC, fund management, or high-growth/start-up environments.
• Excellent verbal and written communication skills.
• Proficient in Outlook (calendar management), Microsoft Office Suite (Word, Excel, PowerPoint, Teams), and online communication tools (e.g., Zoom).
• Proven ability to manage sensitive and confidential information with discretion.
• Highly organized with exceptional attention to detail; able to manage large volumes of information while keeping track of priorities.
• Multitasking skills, with the ability to remain calm and effective under pressure.
• Possesses a can-do and growth mindset, proactively seeking new ways and skills to enhance contributions to the team
• Comfortable embracing IT tools and new technologies to enhance workflow efficiency.
• High energy, self-motivated, passion for excellence and success