Executive Assistant
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By report directly to the Group Managing Director, and indirectly to Group Directors and Executive Management team members, this role is accountable for:
- Providing administrative support to the Group Managing Director and Group Directors, aiding general management functions.
- Identifying and developing efficient internal processes to enhance the effectiveness of Group Directors in their roles.
- Maintaining key management platforms to facilitate better information sharing and updates across the Group.
- Overseeing project management tracking to ensure clear monitoring and follow-up by the Group Executive team.
Key Responsibilities
a) Administrational Support
- Calendar Management and Travel Arrangements for Head Office Directors and Executive Team.
- Expense report management through our Zoho Expenses platform.
- Minute taking and distribution of key meetings.
- Monitor and purchase key office supplies.
- Filing of sensitive Group Contracts and Agreements.
- Assist in the organisation of key events / meetings across the region.
- Assist office visitors as required.
- Coordinate meeting rooms.
b) Process
- Review and suggest improvements of key administrational support processes.
- Ensure that robust standard operating procedures (SOPs) are developed and maintained within the Executive Management team.
- Close coordination with HR to ensure clear handling of sensitive staff information.
- Close coordination with IT to ensure clear processes are followed re: IT expenditure and maintenance costs.
c) Management Reporting
- Coordinate input from Country Management, Group Finance & HR, Product Management and Group IT to ensure timely and effective monthly & quarterly management reporting is captured for vetting by the Group MD.
- Assist the Group MD to ensure that key Group reporting timeframes are met.
- Propose and drive improvements in our management reporting methods.
- Responsibility for specific SharePoint pages as required – this involves gathering news / info and updating the pages in a quick / proactive way.
d) Project Management
Coordinate with the Group MD and Executive Management Team to track and monitor key targets and projects across the Group.
Employer questions
Your application will include the following questions:
- Which of the following statements best describes your right to work in Singapore?
- What's your expected monthly basic salary?
- Which of the following types of qualifications do you have?
- How many years' experience do you have as an Executive Assistant?
- How many years of project management experience do you have?
- Which of the following Microsoft Office products are you experienced with?
- Do you have secretarial experience?
- How much notice are you required to give your current employer?
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