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.

● Provide 24/7 standby support to the CXO team for urgent and time-sensitive matters.

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