Executive Assistant

The Executive Assistant (EA) manages the daily logistics and professional communications of the CEO & Director across the Gallery and Singapore Art Museum (SAM). This role requires strong organisational skills, attention to detail, and responsiveness. As a key member of the CEO Office, the EA coordinates schedules, travel, meetings, stakeholder engagement, and contact management. The EA also supports executive administration and collaborates closely with the Aide to the CEO to ensure smooth leadership operations. Flexibility, consistency, and discretion are essential in handling high-level matters within a fast-paced environment.

Responsibilities

• Manage and optimise the CEO & Director's dynamic calendars across both the Gallery and SAM (including both institution Chairmen), providing full administrative support such as scheduling, sending meeting invites, coordinating logistics, and independently resolving conflicts for internal and external meetings, events, and engagements.

• Organise meeting agendas, stakeholder briefings, and take minutes where required; act as a cover for the Aide to the CEO in note-taking and follow-up tracking when needed.

• Draft and proofread a range of professional correspondence, including thank-you notes, meeting follow-ups, board announcements, and memos.

• Screen incoming telephone calls and requests, responding appropriately or directing them to the correct parties with professionalism and confidentiality.

• Manage day-to-day communications and correspondence, ensuring timely and accurate responses via email, phone, or in person.

• Coordinate all domestic and international travel arrangements, including work trip approvals, itinerary planning, bookings, and event registrations.

• Organise and manage visits and meetings for VIPs, guests, and key stakeholders, including logistics for events, speaking engagements, or conferences.

• Assist with the preparation and delivery of gifts, letters, Gallery catalogues, and other materials to stakeholders.

• Maintain and update accurate records of the CEO & Director's professional contacts in the organisation's CRM system.

• Ensure contact information from meetings and business cards is digitised and updated regularly.

• Liaise with relevant departments to ensure contact records remain accurate, complete, and consistent.

• Track and process expense claims, vendor invoices, and budget documentation for the CEO & Director's Office.

• Provide procurement support including sourcing quotations, securing approvals, issuing purchase orders (POs), and tracking PO statuses.

• Support general administrative functions including project tracking, task reminders, deadline monitoring, and document filing.

• Assist in mail sorting, general clerical tasks, and maintaining office organisation.

Qualifications

• Minimum 3-5 years of experience in an Executive Assistant or Personal Assistant role supporting senior leadership/ upper management.

• Demonstrated professionalism, discretion, and sound judgment in managing sensitive and confidential matters.

• Strong organisational and time-management skills with a proactive, solutions-oriented mindset.

• Excellent verbal and written communication abilities.

• Proficiency in productivity tools (e.g. Microsoft Office Suite, project trackers) and an aptitude for learning new software and systems

• Ability to manage multiple priorities, respond quickly to changes, and work independently in a fast-paced environment.