Executive Assistant

Purpose of the role

The Executive Assistant is managing the MD’s time, correspondence and priorities so he can focus on clients, projects and growth. The role also runs day-to-day office and corporate administration, delivering MOPU and FSO solutions for offshore oil and gas field developments. The group operates across Singapore, Dubai, Hong Kong and Thailand, so the role requires discretion, organisation and comfort working across time zones.

Key responsibilities

Executive support to the MD

• Manage the MD's calendar, meetings and priorities across multiple time zones
• Screen and manage email, calls and correspondence; draft letters, emails and briefing notes
• Plan and book business travel: flights, hotels, visas, ground transport and detailed itineraries
• Prepare meeting packs, agendas and presentations; take minutes and follow up on action items
• Track deadlines, commitments and follow-ups, and flag issues early
• Handle confidential business and personal matters with discretion

Office and corporate administration

• Run the Singapore office: supplies, IT and telecom support, vendors, building management and visitors
• Maintain company records, contracts and document filing for both entities
• Coordinate with corporate secretaries, auditors, lawyers and banks on filings, renewals and KYC requests
• Maintain the company secretarial records for all group companies: registers of directors, shareholders and UBOs, board and shareholder resolutions, constitutions, share certificates and annual return records
• Track company secretarial deadlines across jurisdictions (AGMs, annual returns, licence renewals, tax filings) and keep a group compliance calendar up to date
• Track licences, insurances, statutory deadlines and subscriptions for group entities
• Coordinate overseas entity administration (Dubai, Hong Kong, Thailand) with local service providers

Finance and HR administration support

• Process supplier invoices, expense claims and payment requests for approval
• Support the finance team with document collection, reconciliations and month-end inputs
• Coordinate onboarding, employment passes, leave records and personnel files
• Arrange insurance, medical and benefits administration for staff

Business and project support

• Support tenders and proposals: formatting, document control, compliance checklists and submissions
• Maintain contact lists for clients, partners, shipyards and vendors
• Coordinate logistics for client visits, events, conferences and site trips
• Take on ad-hoc projects assigned by the MD

Requirements

Qualifications and experience

• Diploma or degree in Business Administration, Management or a related field
• At least 5 years as an Executive Assistant or Personal Assistant to a senior executive
• Experience in oil and gas, offshore, marine or shipping is a strong advantage
• Exposure to Singapore corporate administration (ACRA filings, MOM employment passes) is preferred

Skills

• Strong written and spoken English; clear, professional business correspondence
• Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint); comfortable with Google Workspace and AI tools
• Excellent diary, travel and document management
• Basic bookkeeping and invoice processing
• Additional Asian languages (e.g. Bahasa Malaysia, Mandarin, Thai) are an advantage

Personal attributes

• Smart and quick to learn; grasps business context and priorities fast
• Proactive: anticipates needs and acts without waiting to be asked
• A strong problem solver who takes ownership and closes issues quickly
• Pleasing, professional personality with clients, partners and senior stakeholders
• Able to handle the MD's working pace and style: fast-moving, direct and results-focused
• Calm under pressure; prioritises well when several urgent matters land at once
• Absolute discretion with confidential business, legal and personal information
• Highly organised and detail-focused
• Flexible and willing to support urgent matters outside normal hours

What we offer

• Competitive salary, commensurate with experience
• Annual leave, medical and insurance benefits
• Direct exposure to the leadership of a growing offshore energy group
• A small, hands-on team with room to grow the role

Working Hours: Monday to Friday, office hours; occasional out-of-hours support across time zones Full-Time