Executive Assistant / Secretary

About the role

This position supports senior leadership in Singapore and is focused on keeping executive priorities, communication, and administrative operations running smoothly. The role sits within a values-driven organization that emphasizes purposeful work, inclusion, collaboration, and meaningful impact for clients, people, and communities.

The successful candidate will act as a dependable partner to the Partner(s), helping manage complex schedules, confidential matters, executive communications, office administration, and coordination across teams and stakeholders.

Key responsibilities

• Act as the main contact for the Partner(s), handling inquiries and carrying out research and follow-up on complex topics.
• Plan and maintain the Partner’s calendar, appointments, travel, and schedule changes so priorities stay aligned and time is used effectively.
• Handle executive administrative work such as drafting correspondence, preparing expense reports in SAP, and developing presentations and reports for the Partner(s) and senior leaders.
• Manage routine mail, communications, and important correspondence on behalf of the Partner(s), ensuring responses are timely and appropriate.
• Process billing invoices and keep financial records accurate, organized, and confidential.
• Support daily office operations and provide administrative assistance to the Partner(s) and team through multiple communication channels.
• Maintain an orderly filing and document system for contracts, client databases, engagement records, proposals, and staff-related documents.
• Work with executive assistants, senior staff, and cross-functional teams to ensure smooth communication and operational support.
• Offer proactive suggestions and practical support to improve workflow, manage priorities, and help deliver team objectives.
• Take personal ownership of performance, learning, communication, and relationship-building as part of the wider team culture.

Requirements

• Strong commitment to confidentiality, discretion, and integrity when handling sensitive information.
• Proven ability to build collaborative relationships with senior leaders, internal teams, and external partners.
• Excellent written, verbal, and non-verbal communication skills.
• Strong listening, facilitation, and presentation abilities for working across different stakeholder groups.
• Comfort using modern technology and tools to improve efficiency and service delivery.
• Solid problem-solving skills with the ability to identify root causes and implement lasting fixes.
• A university degree in Office Administration, Management, Commerce, or a related discipline is preferred.
• Prior experience in senior administrative support or executive assistant roles with increasing responsibility is preferred.

Additional information

The employer values inclusion, respect, continuous learning, and a high standard of service. Team members are expected to stay accountable for their own performance, understand how their work supports business priorities, and keep developing communication and relationship-building skills.

Application notice

Only shortlisted candidates will be contacted because of the number of applications received. Candidates should be cautious of fraudulent outreach: the employer does not contact applicants through messaging apps to offer jobs or request money or personal information. Applications should be made only through the company’s official website.