Executive Assistant to CEO
Private Advertiser
Downtown Core, Central Region
PA, EA & Secretarial (Administration & Office Support)
Full time
$4,500 – $5,500 per month
About the School:
We are a fast-growing start-up in the education industry. We are launching an innovative international school in Singapore that offers a world-class education focusing on global citizenship and academic excellence.
Job Overview:
As the Executive Assistant to the CEO, in addition to provide high-level administrative support to the Chief Executive Officer, you will also be involved in undertaking various analyses to assist the CEO in making business decisions. You will work in a fast paced, dynamic team environment. The successful candidate will be someone who works hard, be quick on your feet and be willing to take on challenging projects.
Responsibilities:
- Managing executive calendars, scheduling meetings, coordinating travel arrangements.
- Maintaining meeting minutes, tracking work progress on different work streams.
- Handling confidential information and prioritizing tasks.
- Conducting industry, business and financial analyses using Microsoft Excel, Word or Power-point and preparing reports.
- Proficient in IT-related tasks, such as troubleshooting technical issues, and supporting digital communication platforms.
- Highlight on organizational skills, attention to detail, and ability to multitask effectively.
Key Responsibilities:
· Managing Communication: This includes screening and responding to emails, phone calls, and other correspondence on behalf of the CEO. They may also draft communications and prepare presentations.
· Calendar Management: Scheduling meetings, appointments, and travel arrangements for the CEO. This involves coordinating with internal and external stakeholders to optimize the CEO's time.
· Information Management: Keeping track of important documents, files, and contacts. They may also conduct research, compile reports, and prepare briefing materials for the CEO.
· Project Coordination: Assisting in the planning, execution, and follow-up of various projects and initiatives led by the CEO or involving the CEO's participation.
· Conduct industry, business and financial analyses: Use various tools and methods such as financial modeling, statistical analysis, and qualitative research, to provide decision-makers with actionable insights that support strategic planning, resource allocation, and performance improvement within the organization.
· Event Planning: Organizing internal and external events such as meetings, conferences, and corporate functions.
· Financial Management: Handling expense reports, budget tracking, and other financial tasks as delegated by the CEO or CFO.
· Confidentiality: Maintaining strict confidentiality regarding sensitive information and decisions made by the CEO.
· Relationship Management: Building and maintaining relationships with key stakeholders, both internal and external, on behalf of the CEO.
· Special Projects: Taking on special assignments or projects as directed by the CEO, which could range from research tasks to operational improvements.
· Support and Coordination: Providing general administrative support to the CEO and coordinating with other members of the executive team and senior management.
· Adaptability and Proactivity: Being flexible and proactive in responding to changing priorities and urgent matters that may arise in a fast-paced environment.
· Ad-Hoc Basis: Provide administrative support for urgent matters ,coordinate special projects and initiatives, conduct urgent research and compile reports on any other matters, etc, ad-hoc basis from time to time.
Required Skills Sets :
1. IT Skills :
- Managing Digital Platforms: Overseeing email, calendar, and document management systems.
- Technical Support: Providing basic troubleshooting and support for technology issues.
- Data Security: Ensuring confidentiality and security of digital information.
- Proficiency in using office software such as Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with cloud-based platforms like Google Workspace or Microsoft Office 365. Basic understanding of cybersecurity principles and data protection regulations.
2. Administration Skills :
- Calendar Management: Scheduling meetings, appointments, and travel arrangements efficiently.
- Document Management: Organizing and maintaining files, records, and correspondence.
- Communication: Screening calls, emails, and inquiries, and managing CEO's communications effectively.
- Excellent organizational skills with attention to detail.
- Strong time management and multitasking abilities.
- Ability to prioritize tasks and manage deadlines effectively
3. Accounting Skills :
- Expense Management: Handling expense reports and reimbursements accurately.
- Budget Tracking: Assisting in monitoring and tracking budget expenditures.
- Financial Reporting: Generating financial reports or summaries as required.
- Knowledge of basic accounting principles.
- Experience with financial software (e.g., QuickBooks, Xero) for expense tracking and budget management.
- Accuracy in handling financial records and documentation.
4.Business Analysis Skills :
- Research: Conducting research on industry trends, competitors, and market conditions.
- Report Preparation: Compiling data and preparing reports or presentations for strategic decision-making.
- Project Coordination: Supporting CEO in project management activities, including planning and implementation.
- Analytical thinking and problem-solving capabilities.
- Ability to interpret data and extract meaningful insights.
- Proficiency in creating reports and presentations using data visualization tools (e.g., Excel charts, PowerPoint slides).
Preferred Qualifications:
- Relevant educational background or in business administration, management, or a related field is preferred.
- Knowledge of basic accounting principles and experience with financial management software.
- Strong interpersonal, communication, and ability to interact effectively at all levels within the company.
- Outstanding organizational and time-management abilities.
- Ability to speak Chinese/Mandarin is an advantage.
Working Conditions:
- This position typically operates in a professional office environment.
- Regular business hours, but flexibility in schedule may be required to accommodate CEO's needs and occasional evening or weekend work for special events or projects.
Why Join Us:
- Competitive salary and comprehensive benefits package.
- Opportunity to work in a dynamic and culturally diverse setting.
- Significant impact on the school's growth and success.
Please send your resume to : [email protected]
