Responsibilities

• Calendar and Schedule Management:

o   Manage calendar by scheduling and prioritizing meetings, appointments, and events.

o   Coordinate travel arrangements, including flights, accommodations, and itineraries.

o   Anticipate scheduling conflicts and proactively resolve them.

• Communication and Correspondence:

o   Act as a gatekeeper, screening and managing incoming emails, calls, and messages.

o   Draft, edit, and proofread correspondence, presentations, and reports on behalf of the executive.

o   Handle confidential and sensitive information discreetly.

• Information Management:

o   Maintain an organized filing system for documents, reports, and records.

o   Conduct research and gather information to support decision-making processes.

o   Prepare and distribute meeting agendas, materials, and follow-up action items.

• Project Support:

o   Assist in managing key projects and initiatives by coordinating tasks, deadlines, and resources.

o   Monitor project progress, track milestones, and provide regular updates to the executive.

o   Prepare project reports and presentations as needed.

• Relationship Management:

o   Build, engage and maintain strong working relationships with internal and external stakeholders.

o   Liaise with other executives, department heads, and team members to facilitate communication and collaboration.

o   Be a positive impact on the organization’s culture

• Problem Solving:

o   Identify issues and challenges that require the executive's attention and provide solutions or recommendations.

o   Anticipate potential problems and take proactive measures to address them.

• Technology Proficiency:

o   Be proficient in using office software, scheduling tools, and communication platforms.

o   Stay up-to-date with the latest technology trends and tools that can enhance efficiency.

• Professionalism and Discretion:

o   Maintain the highest level of professionalism, ethics, and confidentiality.

o   Exercise sound judgment in handling sensitive and confidential matters.

• Adaptability and Flexibility:

o   Be able to adapt to changing priorities and work in a fast-paced, dynamic environment.

o   Handle unexpected challenges and urgent matters effectively.

• Continuous Improvement:

o   Seek opportunities for process improvement and efficiency in the leadership office.

o   Participates in the development and implementation of secretarial standards, policies and practices.

o   Stay current with industry trends and best practices in executive support.

Requirements:

• Bachelor’s Degree with a minimum of 5 years of administrative experience or executive support roles, preferably in a corporate / executive C-suite setting
• A positive and ‘can-do’ attitude
• Desire and ability to provide outstanding service, while upholding respect for others
• Exhibit professionalism 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, without sacrificing quality.
• Resourceful and adaptable with strong-problem solving skills.
• Proven ability to manage competing priorities and meet tight deadlines.
• Excellent communication skills (written and verbal)
• Strong command in English is required. Other language skills are desirable but not required.
• Excellent computer skills (M365 – Word, Excel, PowerPoint, Outlook, communication platforms)
• Technologically skilled with IT equipment
• Possess a high level of attention to detail.
• Demonstrate discretion in dealing with confidential information in all aspects of work.
• Ability to handle high-pressure situations with composure and resilience.
• Ability to work independently and assume additional responsibilities, as required.

 

We regret to inform that only shortlisted candidates will be notified.          

To apply, please visit www.gmprecruit.com and search for Job Reference: 23304

To learn more about this opportunity, please contact Jackie at  jackie.ng@gmprecruit.com        

GMP Recruitment Services (S) Pte Ltd   |   EA Licence: 09C3051   |   EA Personnel: Jackie Ng   |   Registration No: R22109024