Executive Assistant [1-Year Contract]
Toa Payoh Temporary
Job Summary
This is an 1-Year contract role requiring immediate start.
The Executive Assistant will provide high-level administrative support to the Investment Leads. The role requires a proactive and highly organized professional with exceptional communication and interpersonal skills. The Executive Assistant will manage complex calendars, coordinate domestic and international travel, handle confidential information, and act as a key liaison between the Leads and internal/external stakeholders.Success in this role requires discretion, efficiency, and the ability to anticipate needs in a fast-paced environment.
Key Responsibilities
Calendar Management- 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 ClavystBio team
- Maintain clear and timely communication regarding meeting schedules, travel plans, and administrative updates.
- At least 5 years of experience as an Executive Assistant, preferably 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.
- Strong 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
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