Executive Assistant
ABOUT XORA INNOVATION
Xora Innovation, a wholly owned subsidiary of Temasek, invests in disruptive, world-changing ventures forged by ambitious founders and powered by compelling scientific breakthroughs. Xora is an early-stage deep tech investing platform of Temasek. We are looking for individuals with creativity, intellect, passion, grit, curiosity, openness, and resilience.
ABOUT THE ROLE
We are seeking a full-time Executive Assistant to join our growing team.
Reporting to our Operations Manager, you will work closely with internal and external stakeholders to facilitate smooth functioning and execution of various administrative support activities across the Company. The successful candidate will bring a strong customer service and hospitality orientation, undertaking their responsibilities with alacrity and pride in a job well done.
RESPONSIBILITIES
- Support the team in a full spectrum of office/team secretarial and administrative work, including and not limited to:
- On Premises Support
- Manage administrative matters, e.g. office management, stationery control, pantry inventory
- Handle logistics of on-site/local meetings and events, including visitor management, security clearance and catering
- Corporate Calendar Management and Scheduling
- Managing the corporate calendar by arranging and/or updating important dates such as corporate events and deadlines, sending reminders as required
- Managing the scheduling and logistical supports for meetings and events, including coordination with multiple parties and researching/reserving suitable venues for meetings and events.
- Corporate Travel Management Support
- Research and book travel and accommodations for business travel.
- Liaise with travel vendors to revise, cancel, confirm, and/or troubleshoot travel arrangements
- Process invoices and expense reports
- Prepare draft corporate travel insurance claims
- Document Management
- Prepare drafts of routine letters, resolutions, minutes, and agreements based on template documents.
- Track the status of routine documents and agreements, sending reminders and updates, as required, to drive processes to close/completion.
- Promptly flag delays, issues, and deviations in routine processes.
- Doublecheck final documents for consistent formatting and numbering, completeness, and due execution.
- Properly file electronic documents, per Company protocols.
- As requested, secure notarization, stamping, witnessing, and signatures (electronic and/or wet ink) for documents.
- As requested, prepare, print, scan, email, mail, hand-deliver, or arrange for courier of, documents.
- Maintain Company’s electronic document library, per Company protocols.
- Other Duties
- Manage online/email enquiries and contact database.
- Research and arrange for delivery of corporate gifts.
PROFESSIONAL REQUIREMENTS
- Competency with Microsoft Office, especially Outlook and Word, is required.
- Excellent written and verbal English communication skills
- Exceptional attention to detail; ability to follow complex instructions to a T.
- Strong organizational and project management skills; ability to navigate and thrive in a fast-paced, dynamic environment.
- Creative and proactive problem solver.
- Prior experience managing multiple clients, demands, and priorities.
- Previous work experience at a financial services company, law firm, or corporate unit of a large corporation is a big plus (but not required).
- Prior experience and/or training on handling highly sensitive and/or confidential information is helpful.
