Executive Assistant (Project Coordinator/ Admin) JL18

Client Interaction and Relationship Management

• Serve as the main point of contact throughout the search process, ensuring consistent communication (via written correspondence, phone, and in-person meetings).
• Establish and maintain strong working relationships with high-level executives and their support teams.
• Uphold strict confidentiality standards when handling sensitive client and candidate information.

Document Preparation:

• Draft proposals, position specifications, and candidate resumes.
• Prepare and edit pitch decks and client proposals using PowerPoint.

Reporting and Expense Management

• Prepare monthly expense reports, assist with claims, and coordinate with Finance on invoicing.

Billing and Invoicing:

• Review and approve monthly client billing invoices for accuracy.
• Monitor accounts receivable and assist with timely collections.

Collaboration and Workflow Coordination

• Work together with office manager and other staff to streamline workflow processes.

Team & HR Support

• Provide backup telephone and administrative support for other administrators and consultants during absences.
• Assist in training new hires and temporary staff, ensuring smooth onboarding.
• Collaborate with practice EAs to coordinate ad-hoc events and business development mailings.

Communication and Coordination

• Manage a high volume of calls from various stakeholders, including clients, candidates, business development contacts, and job seekers.
• Provide comprehensive support, including complex scheduling, meeting preparation, interview schedules, and follow-ups.

Policy and Procedure Compliance

• Stay informed on company policies, procedures, and software updates by reviewing communications and attending training sessions.

Meeting Participation

• Organize materials for meetings, manage team reporting, and contribute to discussions.

Requirements:

• Min Degree in Business Management or related field.
• Min 5 years of experience in providing support to senior management level, including calendar management.
• Proficient in computer skills – Microsoft Office: Word, PowerPoint, and Excel.
• Good communication and interpersonal skills. Ability to take initiative and build strong, productive networks and relationships.

HOW TO APPLY:

Interested applicants, please click on “Apply Now” or email ref44@trustrecruit.com.sg.

We regret that only shortlisted candidates will be notified.

Important Note: Trust Recruit Pte Ltd is committed to safeguarding your personal data in accordance with the Personal Data Protection Act (PDPA).

Please read our privacy statement on our corporate website www.trustrecruit.com.sg.

Trust Recruit Pte Ltd

EA License No: 19C9950

EA Personnel: Lim Wei Jye (Jaylyn)

EA Personnel Reg No: R24121213