Executive Assistant to CEO
About the Company/School
We are a fast-growing fully funded 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. We are founded by a Forbes Top 30 under 30 entrepreneur and a group of top U.S. educational experts.
Job Overview
As the Executive Assistant to the CEO, you will be responsible for providing high-level administrative support to the Chief Executive Officer. You will also be responsible for managing the operations of the office to ensure smooth functioning and efficiency. In addition, you will assist in managing certain finance functions including expense reimbursements and maintaining proper accounting records. Finally, you will be involved in undertaking certain analyses to assist the CEO in making business decisions. You will work in a fast paced, dynamic team environment.
As the successful candidate you will be someone who works hard, is quick on your feet, possess strong attention to detail, have excellent organizing priorities, can deal with deadlines and is willing to take on challenging projects. If you have previous experience in overseeing renovations, procurement, e-commence operations or logistics, this would be a strong plus.
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.
- Managing office operations, from procuring daily supplies to coordinating schedules
- Processing expense reimbursements, cash reconciliations and maintaining proper accounting records.
- Conducting industry, business and financial analyses using Microsoft Excel, Word or Power-point and preparing reports.
- Supporting IT-related tasks, such as troubleshooting technical issues, and supporting digital communication platforms.
Required Skills Sets :
1. IT Skills :
- Manage Digital Platforms: Overseeing email, calendar, and document management systems.
- Technical Support: Providing basic troubleshooting and support for technology issues.
- Security: Ensuring confidentiality and security of digital information. Have a basic understanding of cybersecurity principles and data protection regulations.
- Proficient 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.
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.
- Possess excellent organizational skills with attention to detail.
- Have 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.
Application Process:
Interested candidates are invited to submit a detailed resume, full bio-data, recent photo, cover letter, and references.
The cover letter should outline your experience and expertise as an Executive Assistant for CEO if available.
We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Additional Information :
- Why are you interested in this position?
- What unique skills or experiences do you possess that make you a suitable candidate for this role?
- Do you have experience working in a fast-paced environment supporting senior executives? If so, please provide an example.
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?
- How many years' experience do you have as an Executive Assistant to the Chief Executive Officer?
- Which of the following languages are you fluent in?
- Which of the following Microsoft Office products are you experienced with?
- Do you have experience in an administration role?
- Do you have secretarial experience?
- Are you available to work on weekends or public holidays?
