Executive Assistant, Paya Lebar
GWS Segment
Singapore - Singapore
Major Accountabilities
  • Work directly with the Leadership Team to support administrative matters such as: 
  • Manage daily appointments/meetings and maintain calendars 
  • Facilitate with set up of all teleconference/videoconference meetings and distribution of department meeting minutes
  • Lead planning and preparation of all regional leadership meetings, joint partnership workshops and other events including ownership of materials preparation, summary of minutes and follow-up from meetings/workshops
  • Arrange and manage travel preparations, submission and tracking of expenses and facilitation of travel approval requests (eTravel System)
  • Support VISA application and arrangements
  • Support drafting of communications if required
  • Support with project/programme management tasks such as collate information, research and follow ups.
  • Maintain distribution list and key contacts, including key stakeholders
  • Liaise visits from external or global visitors
  • Maintain organization charts to ensure they are always relevant   
  • Providing a high standard of secretarial and administrative support and assistance the senior leader.
  • Diary management, travel booking, meeting organisation and event coordination.
  • Drafting and reviewing correspondence.
  • Devising and maintaining office systems including implementing improvements where required.  
  • Liaising with internal and external clients and responding to queries in a timely and efficient manner.
  • Producing high quality documents, information memorandums, submissions, reports and presentations
  • Manage key directors expense claim
  • Compiling weekly reports
  • Managing key directors ‘s directs onboarding/ offboarding (Fieldglass System)
  • Flexible to perform PA duties, on adhoc basis.
  • Diploma in any relevant fields
  • Excellent communication skills, positive, solution driven, high attention to detail
  • Minimum of 5 years supporting high-level executives with administrative or secretarial responsibilities, ideally at multi-national organizations
  • Ability to handle multiple requests and work under tight deadlines while maintaining attention to detail and quality of work
  • Proficient with Word, Excel, PowerPoint, MS Teams and MS OneNote
  • Ability to communicate effectively across diverse organizations and cultures
  • Occasional this role will have access to sensitive information; therefore, this role must have total digression and integrity at all times.