Executive Administrative Assistant

Job purpose

This role is designed to provide complete administrative and executive assistance to the Director. The position is focused on protecting the Director’s time, keeping regional coordination on track, and making sure everyday operations run smoothly.

The assignment calls for a polished professional who can work with discretion, juggle several priorities at once, and operate effectively in a regional environment.

Key responsibilities

• Oversee the Director’s schedule, including meetings and appointments, while coordinating across several time zones.
• Draft, review, and format presentations, reports, and written communication.
• Manage highly sensitive and confidential information with strong discretion.
• Organize domestic and international travel arrangements, covering flights, hotels, visas, and full itineraries.
• Handle event and meeting logistics for conferences, regional sessions, and related gatherings.
• Build detailed travel plans and monitor the submission and follow-up of travel claims and expense records.
• Work with country teams to arrange meetings, gather status updates, and track pending actions.
• Help prepare for regional management meetings by compiling agendas, recording minutes, and following up on action items.
• Support communication alignment and deadline coordination among multiple stakeholders.
• Keep both digital and paper-based filing systems well organized.
• Assist with document control, approvals, and version tracking.
• Take on ad hoc assignments, special initiatives, and other tasks delegated by the Director.
• Contribute ideas and support improvements that make administrative processes more efficient.

Requirements

• 3 to 5 years of experience as a Personal Assistant or Executive Assistant, ideally in support of senior or regional leadership.
• Excellent organization and time-management abilities, with strong attention to detail.
• Very good written and spoken English communication skills.
• Strong working knowledge of Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.
• Comfortable interacting with senior stakeholders from different cultures and time zones.
• Ability to manage priorities, handle multiple tasks, and work independently in a busy setting.
• Professional, trustworthy, and able to maintain strict confidentiality.
• Previous experience supporting a regional leadership position is preferred.
• Exposure to multinational or matrix-style organizations is an advantage.
• Calm, proactive, and practical in solving problems.
• A degree in Business Administration, Secretarial Studies, or a similar field is required.

Additional information

This position is based in Singapore and follows an onsite work arrangement.

No salary or stipend details were provided.