Creating sensorial experiences to move the human spirit.
Founded in Singapore, we are a team of highly performing creatives, planners, strategists, project managers, designers, writers, and makers. We design human-led experiences with the senses in mind. In simple terms, we create experiences for impact.
For the past 20 years, we have been moving people and businesses to each other and into action with one another. Check out (motion.com.sg/work).
We are looking for individuals with the right skillset, mindset and heartset to join us on our stage as we perform for our clients to produce content and events that will move people into action.
As a key team member, you will play a vital role in driving the success of our partnerships with clients and partners. You will have the opportunity to build and maintain strong, impactful relationships that drive the growth of our business and your growth in the MICE industry.
Job Description: Executive Assistant/Personal Assistant
- Executive Assistant: Manage the Founder & CEO’s business schedule, including calendar management, meeting coordination, and travel arrangements.
- Hospitality for visitors at the office.
- Assist in managing the well-being of Motion’s people.
- Personal Assistant: Manage the Founder and CEO’s personal calendar and errands.
- On behalf for the Founder & CEO: Act as the primary point of contact for internal and external stakeholders, managing and writing communication and ensuring that information flows seamlessly.
- Must possess personal value of integrity: The individual will be entrusted with private and confidential information, and should maintain absolute confidentiality at all times, while exercising discretion at the handling of sensitive information.
- Willingness to be flexible: occasionally, the work might need to be extended beyond regular office hours and weekends.
Works together with Office Manager to :-
- Create and maintain a welcoming and organized office space for employees and visitors. Responsible for overall office hygiene and cleanliness.
- Ensure pantry is well stocked at all times.
- Oversee and manage office operations: Liaise with facilities management vendors including supervision of office cleaner.
- Coordinate with IT and external vendors to ensure readiness of all IT-related infrastructure, including procurement of IT equipment.
- Upkeep and manage office asset inventory including ordering of stationery and equipment
- Maintain office equipment, including coordination of repairs, regular maintenance and procurement of new equipment.
- Coordinate and assist in the roll-out and coverage of the Company’s corporate insurance plan.
- Assist with office renovation communications, and coordinate with designer and contractor where needed.
- Coordinate office events, guest visitations, food-ordering and ensure that guests are well taken care of.
- Procurement of gifts to colleagues, partners and/or clients (when needed).
Requirements:
· Proven experience as an executive and personal assistant.
· You have project management skills.
· Experience in media & communication industry would be an advantage.
· Knowledge of Office Administrator responsibilities, systems and procedures.
· Proven ability in arranging and managing schedules and coordinating meetings.
· Strong organizational skills and able to adapt in a very fast-paced environment.
· Proven ability in problem-solving both operational and strategic issues.
· Excellent attention to detail.
· Hospitality experience is a bonus.
· Willing and comfortable in working with a multi-cultural group of employees with very different needs and customs.
· Able to work with tight deadlines and adapt to changing conditions.
· Physically fit to climb up and down stairs in a 3-storey building.
Your personality and work ethics:
· You are a PEOPLE’s PERSON and you CARE for others.
· You are committed, collaborative and respectful.
· You are sharp, disciplined, resourceful and have a passion to deliver results.
· You are motivated and can motivate others.
All of these to deliver impactful experiences. To move people and businesses into action.
