Executive Assistant - 1 year contract supporting C-suite Marketing dept

My Client is a MNC SaaS company and they are seeking a highly skilled and proactive Executive Assistant to provide comprehensive administrative support to the C-suite Marketing department based in Singapore. This role requires an individual with exceptional organizational and communication skills who can navigate complex work schedules, manage confidential information, and interact effectively with both internal and external stakeholders. The ideal candidate will thrive in a fast-paced environment and be comfortable anticipating the needs of executives while handling multiple priorities.

Key Responsibilities:

1. Meeting Coordination: Manage logistics for meetings, including scheduling, arranging action items, taking notes, and assisting in content preparation.
2. Calendar Management: Oversee and prioritize multiple calendars, resolving scheduling conflicts and ensuring time is protected for key priorities.
3. Travel Arrangements: Coordinate all aspects of executive travel, including flights, accommodations, and itineraries.
4. Event Management: Plan and coordinate special events such as team all-hands or off-site meetings, managing logistics and resources.
5. Expense and Procurement: Handle expense reports, procurement requisitions, and contract management within tight deadlines.
6. Budget Management: Assist in tracking and understanding team budgets to ensure financial accuracy.
7. Project Coordination: Support project initiatives, including timeline tracking, document organization, and cross-team collaboration.
8. Reporting and Documentation: Oversee and manage weekly and quarterly reports, maintaining clear and accurate records.
9. Email Management: Maintain email distribution lists and manage communication with internal and external stakeholders.
10. Facility Coordination: Serve as a liaison for workplace services, addressing any facility-related needs for the team.
11. Training and Mentorship: Provide guidance and support to new administrative staff as needed.
12. Process Improvement: Continuously enhance administrative processes to improve efficiency, reduce redundancy, and achieve team objectives.
13. Confidentiality: Uphold a high level of confidentiality and demonstrate professionalism and discretion in all matters.
14. Cross-Functional Collaboration: Partner with teams such as HR, Finance, and Legal to support various initiatives.

Qualifications:

1. Bachelor’s degree in Business Administration, Finance, or a related field.
2. Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting Marketing department would be an added advantage.
3. Experience in project and budget management.
4. Advanced proficiency in MS Office (Outlook, Word, PowerPoint, Excel) and cloud-based applications (SharePoint).
5. Exceptional communication and organizational skills with a strong attention to detail.
6. Ability to anticipate and meet the needs of senior leadership in a professional manner.
7. Comfortable working in a high-pressure, fast-paced environment.
8. Strong time management skills with the ability to prioritize tasks and meet deadlines in ambiguous situations.
9. Proactive with a willingness to take on additional projects and responsibilities.
10. Adaptability to new technologies, systems, and processes.

Next Step:

1. Interested applicants, please send your resume to stephanie.chong@peoplebank.asia with your current and expected salary.
2. Please note that only shortlisted candidates will be contacted.

Peoplebank Singapore Pte Ltd, EA Licence Number: 08C5248.
EA Personnel Registration ID: R2090996