867 Executive Assistant jobs in Singapore

We are seeking a detail-oriented Administrative Support Specialist to provide essential administrative assistance to our team. This role involves performing various administrative tasks, including filing, scanning, billing, and assisting in marketing events and sales support.

Key Responsibilities:

• Provide administrative support to the team by handling day-to-day tasks and ensuring seamless business operations.
• Assist in handling billing matters, ensure timely updates on payments, and coordinate follow-ups on billing issues or discrepancies.
• Prepare reports, proposals, and other documentation as needed, while working closely with internal teams to ensure efficient business processes.
• Perform any other duties assigned to support business growth and operational excellence.

Requirements:

• Minimum 'A' Level qualification with relevant work experience or fresh graduates welcome to apply.
• Strong organizational and communication skills, with the ability to multitask and work efficiently in a dynamic environment.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Canva) and a proactive attitude with a willingness to learn and grow in the role.

Office Coordinator

• Administrative Support: Provide general office and clerical support, handle administrative requests.
• Data Entry: Prepare invoices, receive orders, organise documents.
• Inventory Management: Maintain updated data records, print reports.
• Customer Service: Attend to calls.

• No Experience Required: Full training provided.
• MS Office Skills: Familiar with MS Excel and MS Word.
• Languages: Bilingual in English and Mandarin.

• Full Training Provided:
• Competitive Remuneration:

• Administrative Support - Managing calendars, scheduling meetings, handling emails, and preparing documents.
• Communication Management - Acting as a point of contact between executives, employees, clients, and other stakeholders.
• Meeting & Event Coordination - Organizing meetings, preparing agendas, taking minutes, and following up on action items.
• Travel Management - Arranging flights, accommodations, and itineraries for business trips.
• Project Assistance - Supporting or managing special projects, research, and reports.
• Confidentiality & Discretion - Handling sensitive information with professionalism and discretion.
• Financial Support - Managing expense reports, budgeting, and handling invoices.
• Office Operations - Overseeing office supplies, technology, and administrative processes.

• Minimum Diploma or equivalent qualification in Business Administration, Secretarial Studies, or a related field.
• At least 2-3 years of relevant experience in an administrative or executive support role.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills in English.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• High level of discretion and confidentiality in handling sensitive information.
• Strong attention to detail, accuracy, and a proactive approach to work.
• Ability to work independently with minimal supervision, as well as part of a team.
• Professional and polished in both written and verbal communication.

• Provide operational support in the assigned MRO function
• Ensure all medical records are managed under strictest confidentiality and security.
• Register and process medical report requests, including cashier function for medical report payment.
• Handle all email, phone and mail enquiries pertaining to medical reports.
• Follow-up with doctors on incomplete medical report requests.
• Manage and resolve urgent and/or difficult cases to ensure that medical reports reach requestor within the stipulated timeline.
• Retrieve medical records to facilitate report writing and/or records duplication requests from law firms and government agencies.
• Conduct quality check on medical report before release.
• Any adhoc assignment as assigned by the supervisor.

• Possesses minimally a Diploma education qualification
• Proficient in the use of Microsoft Office like Excel and Word to assist in the management of the department's data.
• Experience in hospital operations will be advantageous.
• Able to work in fast-paced environment.
• Good communication, interpersonal skills.
• Service oriented and customer focused.
• Meticulous, organized with positive working attitude, team player and willing to learn.

• Manage the CEO's calendar, scheduling meetings, travel, and appointments across time zones.
• Prepare briefing materials, agendas, and reports for internal and external meetings.
• Screen and prioritize emails, reports, calls, and documents for the CEO's attention.
• Draft professional correspondence, internal memos, presentations, and proposals.

• Support execution of CEO-level strategic initiatives, board preparations, and business planning.
• Coordinate high-level meetings with clients, investors, government stakeholders, and partners.
• Assist in research and data gathering to support strategic decision-making.
• Act as a liaison between the CEO and internal teams, ensuring clear communication and follow-ups.

• Handle sensitive information with the highest level of confidentiality and discretion.
• Ensure the CEO is briefed and prepared ahead of meetings and travel.
• Maintain accurate records of key business decisions and action items.

• Track deadlines and progress on high-impact projects involving the CEO.
• Plan and support events, business missions, industry engagements, and board sessions.
• Represent the CEO's office in project coordination and vendor interactions when necessary.

• Coordinate and align CEO's messaging for speeches, interviews, articles, and public statements.
• Support internal communication efforts including newsletters and strategic updates.
• Manage the CEO's presence on LinkedIn and other industry platforms (Will get Audrey to update on this)

• Bachelor's degree in Business Administration, Communications, or related fields.
• Minimum 5-7 years of experience supporting C-suite executives, preferably in a global or marine/offshore industry.
• Familiarity with corporate governance, stakeholder engagement, and operational workflows in project-based businesses.

• Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, travel arrangements, etc.
• Manage and prioritize internal & external communications, ensuring timely responses and follow-up on action items.
• Participate in the management of office & fund operation to enhance efficiency and compliance.
• Assist in the preparation of reports, presentations, and other documents for executive review.

• Strong organizational and multitasking skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills, with the ability to interact effectively with executives and stakeholders.
• Strong initiative and a positive attitude towards work, with a proactive approach to problem-solving.
• Proficiency in English and Mandarin.
• Degree and/or working experience in financial industry is preferred.

As an Administrative Professional, you will play a vital role in delivering exceptional customer experiences across various company areas. Your collaborative efforts with the administrative team will be key to achieving this goal.

To ensure accuracy in items, quantities, and amounts, you will be responsible for reviewing purchase orders (POs) and delivery orders (DOs). This includes scrutinizing orders from both internal and external parties. It is essential that you maintain meticulous attention to detail throughout this process.

Maintaining accurate records requires efficient data entry tasks. You will need to stay organized while handling multiple responsibilities, ensuring seamless data flow between different systems. Additionally, managing office administration tasks such as answering phone calls will also fall under your purview.

This position demands strong organizational skills, attention to detail, and adaptability in a fast-paced environment. As an Administrative Professional, you must thrive in dynamic situations while maintaining a high level of professionalism. You will work closely with the human resources department on payroll-related activities, ensuring all processes run smoothly.

Additional administrative or accounts-related duties may be assigned as needed. By being proactive and flexible, you can make a significant contribution to the organization's growth and success.

• Collaborate effectively with administrative teams.
• Review POs and DOs for accuracy.
• Manage data entry tasks efficiently.
• Handle filing, document verification, and check processing accurately.
• Manage office administration tasks, including answering phone calls.
• Organize and prioritize tasks in a fast-paced environment.
• Support human resources and payroll-related activities.
• Adapt to additional administrative or accounts-related duties as required.

• A supportive team-oriented environment.
• The opportunity to contribute to the growth and success of the organization.
• Continuous learning and professional development opportunities.

Our organization values employee well-being and offers a comprehensive benefits package, including competitive pay, comprehensive health insurance, and opportunities for career advancement. If you are a motivated and organized individual who excels in a fast-paced environment, we encourage you to apply for this exciting opportunity. Please note that only shortlisted candidates will be contacted. All applications will be handled confidentially.

• Act as the right-hand to the Founder: coordinating meetings, follow-ups, and stakeholder communication
• Draft and manage client-facing documentation including proposals, quotations, and invoices
• Screen and respond to sales, vendor, and partner enquiries
• Assist with HR admin, hiring schedules, and onboarding workflows
• Oversee calendar, appointments, and scheduling priorities
• Manage internal to-dos across teams and project timelines

• Previous EA or senior admin experience preferred
• Able to anticipate needs, act independently, and maintain confidentiality
• Skilled in tools like Google Calendar, ClickUp, and invoicing software
• Excellent in multitasking, discretion, and stakeholder coordination