Senior-Executive Assistant

Position Overview:

We are seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the CXO team in Singapore.This role requires a highly organised, discreet, and proactive individual who can manage complex schedules,coordinate travel,and ensure the smooth day-to-day operations of the executive office.The candidate will also support company-wide flight and travel arrangements, working closely with internal teams and external vendors to ensure efficient, cost-effective travel management.

Key Responsibilities:

• Calendar & Schedule Management
• Manage the CXO team's calendars, scheduling meetings, appointments, and events.
• Coordinate meetings for the executive team, ensuring efficient time management.
• Anticipate scheduling conflicts and proactively resolve them.
• Set up virtual and in-person meetings, including conference room bookings and technology setup.

Travel & Logistics Management

• Arrange international and domestic travel for the CXO team, including flights, hotels, ground transportation, and visas.
• Develop detailed travel itineraries and provide pre-travel briefings.
• Ensure seamless travel experiences by anticipating and addressing logistical challenges.

Expense & Financial Management

• Prepare, submit, and track expense claims for the CXO team.

Meeting Preparation & Documentation

• Prepare agendas, meeting materials, and presentations for key meetings.
• Take minutes and follow up on action items to ensure accountability.
• Organise and maintain important documents, contracts, and reports.

Administrative & Operational Support

• Act as a point of contact between the CXO team and internal and external stakeholders.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist in special projects and ad-hoc tasks as assigned.

Requirements:

• Bachelor's Degree in Business Administration or a related discipline.
• Minimum of 5 years of experience supporting VP-level executives and above, including direct experience supporting a CXO team.
• Experience working in a fast-paced, diverse global environment or high-growth organisation is preferred. Strong organisational, communication, interpersonal, and problem-solving skills.
• Excellent attention to detail and a high level of professionalism, integrity, and confidentiality.
• Ability to work independently, manage multiple priorities, and meet tight deadlines across different time zones.
• Willingness to support urgent business requirements outside normal office hours or on weekends when necessary.
• Experience with invoice processing and expense management is required.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams, is required.

Key Skills:

• Calendar & Schedule Management
• Travel Coordination & Logistics
• Expense & Invoice Management
• Stakeholder Management
• Confidentiality & Discretion
• Meeting Coordination & Minute-Taking
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Multi-tasking Across Time Zones