Executive Assistant

Position overview

This role combines executive support with office administration. The Executive Assistant & Office Admin Executive will provide senior-level administrative support to the Singapore Managing Directors and other senior colleagues, while also overseeing the day-to-day running of the Changi office.

Executive support responsibilities

• Keep executive calendars organised, resolve clashes, and prioritise meetings for the MDs and senior staff.
• Coordinate complete travel arrangements for domestic and international trips, including flights, hotels, ground transport, and travel plans.
• Build daily schedules, set reminders, and highlight urgent or time-sensitive items that need executive attention.
• Manage changes to schedules, meetings, and travel plans with a calm, discreet, and professional approach.
• Track approvals, signatures, and outstanding replies, and follow through until action items are closed.
• Serve as the main liaison for executives when dealing with internal teams, clients, senior leaders, and external partners.
• Draft, format, and polish documents, presentations, correspondence, and meeting packs to a high standard.
• Stay ahead of executive needs and address potential problems before they become issues.
• Assist with the planning and coordination of townhalls, offsites, training programmes, and team events.

Office administration responsibilities

• Manage the front desk, greet visitors, and arrange refreshments for meetings and guests.
• Handle incoming and outgoing mail, and organise courier deliveries and collections.
• Reserve and prepare meeting rooms, making sure equipment and refreshments are ready in advance.
• Issue visitor passes and coordinate building access requirements with property management.
• Answer telephone calls, monitor voicemail, and respond to general office queries.
• Maintain office-related updates and announcements in the relevant Teams channels.
• Prepare monthly invoices, update user lists, and work with vendors and service providers as needed.

Skills and working style

The ideal candidate is highly organised, detail-oriented, and comfortable balancing several priorities at once. Success in this role requires strong communication skills, sound judgement, discretion with confidential matters, and the confidence to interact with executives and senior stakeholders. A proactive mindset, independence, and a collaborative attitude are also important, along with a strong commitment to delivering quality work on time.

Education and experience

A diploma or bachelor's degree in Business Administration, Office Management, Communications, or a related discipline is preferred. The role calls for 3 to 5 years of experience in an Executive Assistant, Personal Assistant, or senior administrative position, ideally supporting Director level or above. Prior experience in a multinational corporate setting, preferably within financial services, is an advantage.

Technical skills

Strong working knowledge of Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, is required. Familiarity with collaboration platforms and AI productivity tools such as Microsoft Copilot would be beneficial. Excellent written and spoken English is essential, and additional languages are an advantage. Strong interpersonal ability and the confidence to build relationships across all levels of an organisation are important for this role.