Executive Assistant (Contract)

Job Title - Executive Assistant (Contract)


About the Company
Our client is a leading global professional networking and career platform that empowers professionals to build meaningful connections, discover career opportunities and gain valuable industry insights. With a worldwide presence, the organisation plays a significant role in shaping how people connect with opportunities and navigate their careers. The platform leverages innovative technology and products to create meaningful impact across the global workforce and help professionals achieve more throughout their careers.


Job Responsibilities:
We are looking for an Executive Assistant to provide administrative and organizational support to senior leaders. You will be responsible for skillfully interacting with management within and outside of the company, comfortably communicating with customers, vendors and visitors and flawlessly handling confidential and critical details. You will also be responsible for anticipating the needs of multiple managers and flexibly accommodating work schedules.
 

• Coordinate meeting responsibilities (could include logistics, action items, note-taking, assist in preparing content, etc.)
• Plan, organize and manage multiple calendars (resolve overlapping commitments and protect time for priorities)
• Proactively anticipate the executive’s needs, identify gaps or risks early, and take action without waiting for detailed direction, using sound judgment on when to check in or escalate.
• Coordinate all travel arrangements
• Manage logistics for special events such as team all-hands or off-sites
• Manage and reconcile expense reports, purchase and procurement requisitions and contracts within time constraints
• Understanding the teams’ budget
• Help coordinate projects such as creating and tracking timelines, organizing documents and folders, coordinating across teams etc, as agreed with manager(s)
• Track key actions, commitments and follow-ups through to completion, coordinating stakeholders and ensuring nothing falls through the cracks.
• Oversee / coordinate weekly and quarterly reports
• Maintain email distribution lists / aliases
• Manage and reconcile expense reports, purchase and procurement requisitions and contracts
• Act as the point of contact between workplace services to meet facility needs for the team
• May train and coach new AAs
• Obtain an understanding of internal structures and operations of the organization
• Maintain administrative processes that reduce redundancy and improve accuracy, while achieving organizational objectives
• Maintain an advanced degree of confidentiality along with excellent judgement, discretion and a high degree of maturity/professionalism
• Partner with HR, Finance, Legal and other teams on various initiatives

Preferred Qualifications:

• 5+ years of experience working at the senior level in an administrative role
• Experience with project and budget management
• Experience supporting leaders who work across global time zones and managing competing priorities across regions
• Advanced knowledge of MS Office (Outlook, Word, PowerPoint and Excel) and cloud-based applications (SharePoint)
• Excellent communication, teamwork and organizational skills
• Ability to professionally interact with senior leaders and anticipate their needs.
• Thrives in a fast-paced, demanding environment
• Ability to effectively manage time, prioritize tasks, and work within deadlines, even if ambiguous environments.
• Demonstrates a proactive attitude and a willingness to take on additional project work
• Adapts to changes quickly and can learn and adopt new technologies and be flexible with new systems, tools and processes
• Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks
• Strong ownership and follow-through, with the ability to anticipate needs, close loops and use sound judgment on when to act independently, check in or escalate

How to Apply: Interested applicants, please click on the “Apply Now” to submit your updated resume.

Please note: Due to the anticipated high volume of applications, only shortlisted candidates will be contacted. All information provided will be treated with strict confidentiality and used solely for recruitment purposes.

Reuben Tan
Consultant - Contracting
EA Personnel No: R25157801 
Peoplebank Singapore Pte Ltd | EA Licence No: 08C5248