Executive Assistant Executive Assistant …

Experian Singapore
in Singapore, Singapore, Singapore
Permanent, Full time
Last application, 19 Jun 19
Experian Singapore
in Singapore, Singapore, Singapore
Permanent, Full time
Last application, 19 Jun 19
Executive Assistant
Job Description
This role provides secretarial support to Senior Executives as well as assistance to other team members in the department. Candidate is required to handle details of a confidential, critical nature and requires a broad working knowledge of secretarial & administrative duties. The role also entails the candidate to apply some judgment in resolving routine problems or making recommendations.

Diary Management
  • Primary function consists of providing secretarial support to Managing Director.
  • Provide T&E support to regular travelers in Mohan's Leadership team and as well as admin/ Office management support to the X Labs team.
  • Co-ordinate the arrangement of meetings rooms, notify relevant attendees.
  • Co-ordinate and book travel arrangements on behalf of the Directors, arranging accommodation, currency, directions etc as required.
  • Co-ordination of regular meetings between Managing Directors and direct reports, including an awareness of direct reports availability.
  • Collate information, ensuring appropriate meeting papers, supporting documents, maps/directions, estimated journey times, parking arrangements, list of attendees are distributed to all attendees.
  • Arrange and coordinate conference or video calls.
  • Meet and greet visitors, including collection from reception etc.

  • Administration
  • Preparation of digital copies of documents.
  • Maintain filing system so that documents can be found quickly and easily when required.
  • Produce accurate documentation, presentation material and personal correspondence in timely manner, meeting tight deadlines when necessary.
  • Generate standard or ad hoc reports.
  • Prepares presentations from specific instructions.

  • Finance
  • Prepares expense reports for Managing Directors.
  • Ensure all purchase orders are processed through the correct corporate procedure.
  • Co-ordinate and monitor all relevant invoices or internal approval forms (e.g. staff requisitions), by obtaining full authorization.

  • Communication
  • Manage communications across several time zones in order to enable effective communication with other senior managers, PAs and clients.
  • May assist in new employee on-boarding logistics and set up.
  • Management of all incoming/outgoing communication on behalf of the Managing Directors by filtering and responding as appropriate to manage expectations of internal and external clients to ensure a timely response.
  • Timely escalation of urgent and technical matters to the Managing Directors or appropriate area of the business.

  • Facilities/ Office Management
  • Provide direction & support to the Singapore Office Administrator on and as required basis.
  • Participate in organisation of employee/social committee events.

The ideal candidate should be detail oriented, efficient, dependable and a collaborative team player with a positive "can do" professional attitude. If you have a sense of humor, strong work ethic, sense of urgency and a positive outlook; this just may be the right role for you.