Executive Secretary

About the Role

Our client is a major global commodity trading firm with a significant origination center located in Singapore. They are currently expanding their team and seeking a competent Executive Secretary to provide essential administrative and secretarial support to an executive within the organization.

Key Responsibilities

• Coordinate and manage meetings, appointments, and conferences, ensuring all required materials are prepared in advance and bilingual support is provided where necessary.
• Compose, proofread, and distribute formal communications on behalf of the principal in both English and Mandarin, tailoring the tone and level of formality depending on the recipient's seniority.
• Monitor and prioritize tasks, ensuring deadlines are adhered to, and escalate issues appropriately to maintain smooth operations.
• Handle financial documentation including expense reports and invoices efficiently and accurately.
• Help in organizing board or family office meetings, including agenda development and minute taking.
• Maintain and update databases and records, ensuring all documents are systematically filed and securely stored.

Candidate Profile

• Minimum of five years’ experience serving as an Executive Secretary, Administrative Assistant, or in a comparable secretarial or administrative role supporting senior executives.
• Proficiency with office productivity software such as Microsoft Office Suite and Google Workspace.
• Strong communication skills, both written and verbal, with high accuracy and attention to detail.
• Ability to manage multiple tasks efficiently in a fast-paced environment, demonstrating excellent time management and prioritization.
• High professionalism, with integrity and discretion especially when managing confidential information.
• Excellent interpersonal skills to effectively engage with various stakeholders at all organizational levels.
• Capability to think critically and resolve problems independently while supporting executive functions.
• Fluency in spoken and written Mandarin is essential, as interaction with Mandarin-speaking stakeholders is frequent.