Executive Assistant

Summary:

The Executive Assistant provides high-level administrative support to Senior Leadership Team (SLT) while also managing basic office operations. This role ensures smooth day-to-day functioning by handling executive schedules, coordinating meetings, managing correspondence, and assisting with office administration tasks such as supplies procurement, facilities coordination, and general administrative support.

Key Responsibilities:

1. Executive Support for Senior Leadership / Board of Directors

• Schedule meetings (regular/ad hoc), check attendee availability, and send out calendar invites.
• Plan and coordinate Board and Sub-Committee meetings, ensuring schedules are finalized by Q1 and tracking attendance.
• Manage claims for SLT members and submit monthly reports to each SLT member.
• Prepare travel itineraries for each business trip and assist with the necessary arrangements.
• Provide support to the Chairman’s office, including ordering food and handling takeaway requests.
• Any other tasks as assigned by Senior Leadership / Board of Directors.

2. Support to Office Administration

• Act as the SMG VantagePoint Representative, uploading approved POs into the system.
• Manage office supplies, including ordering stationery and pantry items on a bi-weekly basis, and updating the Monthly Dashboard.
• Check and manage the office mailbox twice a week (Monday & Thursday mornings).
• Oversee office facilities and conservancy agent matters.
• Handle tenant notices for UE Square, ensuring IT is informed in advance for power shutdowns and reviewing messages with the relevant stakeholders.
• Perform daily meeting room maintenance, including checking markers, tidying up, and arranging chairs.

3. Support to Corporate Operations

Support to People & Culture

• Manage Grab-for-Business platform and manage monthly invoices
• Manage Seasonal Parking renewals for UE Square and Kallang Office, verifying the list with the People & Culture HOD and processing renewals as approved.
• Assist with extraction of monthly claims report for Singapore
• Support Recruitment – extract resumes, inform hiring managers and scheduling for interviews, create and monitor job postings. Support onboarding and offboarding.
• Learning & Development – Identify suitable courses and assist with registration
• Employee Engagement – Birthday cards, internal events and team building

Support to Corporate Comms

• Assist with the planning/execution of events

Qualifications and skills:

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• 3+ years of experience in an executive assistant or administrative role.
• Bilingual with excellent communication and interpersonal skills.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and capable of working independently.

We are committed to fostering an inclusive and diverse workplace environment. We embrace individuals from all backgrounds and do not tolerate discrimination based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We believe that diversity enriches our team and strengthens our collective abilities.