Executive Assistant

Role Overview

Daiichi Life Asia Pacific is seeking a dedicated Executive Assistant to join our Accounting & Administration team in Singapore. This position is pivotal in supporting C-suite Executives through efficient management of schedules, communications, travel plans, and other administrative duties to enhance leadership productivity.

Key Responsibilities

• Manage and organize calendars for C-suite Executives including appointments, meetings, and travel arrangements.
• Collaborate with internal teams and Business Units to coordinate business-related travel for executives.
• Act as the main liaison for stakeholders, handling correspondence and prioritizing requests directed at the C-suite.
• Safeguard executive time by filtering and prioritizing meetings and incoming tasks effectively.
• Handle submission and management of travel requests, expenses, and claims for executive personnel.
• Prepare and distribute official documents requiring signatures, manage mailing, and complete related administrative tasks.
• Arrange meetings with multiple participants, managing schedules and coordinating through platforms such as Microsoft Teams.
• Plan and oversee comprehensive logistics for events like internal meetings, leadership conferences, and town halls to ensure smooth execution and onsite coordination.

Candidate Profile

• Possess a Diploma or higher qualification with over 5 years’ experience supporting senior executives.
• Demonstrable expertise in managing meetings, events, and complex logistics.
• Exhibit executive presence and maintain confidentiality with utmost integrity.
• Excellent organizational skills and the ability to multitask priorities across multiple executives.
• Strong stakeholder management abilities to communicate professionally with senior leaders, teams, and external parties.
• Proficient problem solver capable of managing complexity and escalating issues as needed.
• Proficiency in Microsoft 365 suite, Microsoft Teams, SharePoint, PowerPoint, Excel, expense reporting systems, and basic AV technology for meetings.
• Experienced in meeting and event management including detailed run-of-show planning.
• Clear and effective communication skills, both verbal and written.
• Capable of fostering and maintaining strong working relationships with employees across Daiichi Life Holdings and regional business units.
• Skilled in conflict resolution and negotiation with a responsible, team-oriented approach.