Executive Assistant

Job Description

Assignment involves work of a confidential nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tactful and diplomacy.

• Provide full spectrum of logistical, administrative and personal support to two Executives.
• Manage calendars and schedules, ensuring accuracy and timely input. Provide agenda and meeting materials as needed.
• Manage the VP and MD's travel and logistics arrangements, and process claims/expenses.
• Interact professionally with all levels of management, staff and external parties across the region and internationally. Work with the Executive’s direct reports and stakeholders locally and regionally on day-to-day operational issues, meetings and other matters, maintaining a high level of communication and ensure timely and accurate sharing of information.
• Schedule and setting up various local/regional meetings, arrange meeting venue and refreshment, and help facilitate at these meetings where necessary. Manage/assist in the logistic arrangements such as flights, hotel, transportation, visa application etc.
• Coordinate government official’s visits by collaborating with respective departments for necessary preparations to ensure smooth proceedings. This includes but is not limited to arrangements for meeting venues, logistics, meals etc.
• Support the Executives in following up on the status of projects / cross-functional tasks and assignments when required. Collaborate with other teams to ensure policies, procedures and timelines are met.
• Assist in the preparation of business reports, presentations, materials, collating of data and consolidating of reports from the region.
• Communicate on behalf of the Executive when delegated.
• Support the Executive in the management of his/her IT equipment (e.g., laptop, printers and office phone), mobile devices as well as personal and corporate software applications.
• Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours where needed.
• Manage proper archival and management of documents.
• Any other job/task assigned by the Executives.

• Possess at least a secondary education or equivalent with up to 4 years working experience in corporate / executive office, preferably with administrative/executive experience in a fast-pace MNC setting.
• Proven track record in providing Executive Assistant support to C-Suite Level Executives with a high degree of discretion, confidentiality, professionalism, and attention to detail without missing the big picture.
• Demonstrated strong planning, organizational and time management skills and ability to proactively determine priorities and appropriate sequencing to accomplish daily expectations and handle multiple demands.
• Excellence business writing and proofreading skills.
• Requires a high level of interpersonal, social and customer service skills for daily interactions, both in person and digitally and work cooperatively as a team member.
• Ability to informally lead and influence others.
• Confident in exercising appropriate judgement while keeping stakeholders informed in a fast-paced work environment.
• Must be flexible and detail oriented to meet strict deadlines and be capable of multi-tasking.
• High proficiency in Microsoft Office 365, especially Excel and Power Point with the ability to produce graphs and charts.
• Must be technologically savvy to IT equipment (e.g., video conferencing system).
• Excellent verbal and written communication skills.
• Fluency in English required, other language skills are a plus.
• Ability to maintain in strict confidentiality all work and information assigned.
• Demonstrate professionalism at all times by demonstrating personal accountability, effective work habits, empathy and teamwork.
• Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities.
• Communicate with clarity and maintain good relationships with other business units and entities.
• Proven experience in large organizations with complex structure. Comfortable with coordinating meetings/work tasks across multiple time zones.

Work Location:

Federal Express (Singapore) Pte Ltd

Unit #09-01, Singapore 039190