Key Responsibilities:
EA related (EA to CEO & Senior Executives)
Schedule Management:
- Coordinate and manage the CEO's calendar, including scheduling meetings, appointments, travel plans and conference calls.
- Coordinate both domestic and overseas travel arrangements, including flight and hotel bookings for CEO and other Senior Executives as needed
- Prioritize and schedule meetings based on the CEO's availability and priorities.
- Ensure all meeting arrangements are made promptly and efficiently.
Meeting / Event Coordination:
- Arrange internal and external meetings, including booking meeting rooms, coordinating logistics, and preparing necessary materials.
- Provide support with corporate event coordination including but not limited to attendance at conferences, internal and external company events etc.
- Attend meetings or events with the CEO, take accurate minutes, and distribute meeting notes to relevant stakeholders.
- Ensure follow-up actions from meetings are documented and tracked for completion.
- Prepare board packs and issue to Board Directors / Executive Committee members as needed
Expense Management:
- Manage the CEO's expenses, including tracking receipts, coding expenses, and uploading in Claim system in a timely manner.
- Reconcile credit card statements and track expenses against the budget.
- Work closely with the finance team to ensure compliance with expense policies and procedures.
Communication and Correspondence:
- Serve as the primary point of contact for the CEO, screening and prioritizing incoming communications.
- Draft and prepare correspondence, emails, and presentations on behalf of the CEO.
- Maintain confidentiality and handle sensitive information with discretion.
General Administrative Support:
- Provide general administrative support to the CEO, including managing mail or parcel, filing documents, and organizing office supplies.
- Handle ad-hoc administrative tasks and projects as assigned by the CEO.
- Anticipate the needs of the CEO and proactively address them to ensure efficient workflow.
Office Ops related
- Support the planning, budgeting and coordination of internal and external events including booking event venues, preparing meeting materials, arranging logistics, collating client meeting schedules and attendance, etc.
- Serve as the secondary point of contact for office building management and external vendors
- Support office renovation and relocation projects
- Maintain office stationery and pantry supplies
- Assist filing of documents when required
- Other office administrative duties which may become necessary during the team expansion
Qualifications and Skills:
- Bachelor's degree in Business Administration, Office Management, or related field preferred.
- Proven experience as an Executive Assistant or similar role, preferably in a corporate environment.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail and accuracy in documentation and record-keeping.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- Exceptional communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
- Ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Enthusiastic, proactive, and adaptable, with a positive attitude and willingness to take initiative.
