Executive Assistant

About the role

This position supports the Trading team with end-to-end administrative coordination, including travel planning, visa-related arrangements, expense processing, and office supply management. In addition, the role provides confidential secretarial assistance to the Senior Corporate Executive (SCE), with roughly 20% of the scope covering household and personal support matters.

Key responsibilities

• Arrange flight and hotel bookings for Department Heads in the Trading Division when they travel for business.
• Assist Department Heads with submitting travel claims and expense reports in Workday.
• Coordinate support for visiting overseas delegations meeting the Trading Team in Singapore.
• Compile and organize expense summaries for business travel.
• Plan team-building activities, department gatherings, and bonding events for the Trading team.
• Track and replenish office consumables and equipment, including stationery and other supplies.
• Work with HR/Admin on feedback related to office administration, furniture, and fittings.
• Partner with the Personal Assistant to the SCE and provide cover support to help keep household matters running smoothly.
• Carry out additional administrative duties and special tasks requested by the SCE.
• Take care of other ad hoc matters connected to the Trading Department.

Requirements

• A Diploma in Business Administration or an equivalent qualification is required; relevant secretarial certifications may also be taken into consideration.
• At least 5 years of experience in a comparable role.
• Strong working knowledge of MS Office applications.
• Ability to work proactively, think ahead, and resolve issues before they escalate.
• Well-organised, discreet, and comfortable handling confidential or sensitive information.
• Good communication and interpersonal abilities.
• Flexible approach with the ability to adapt to changing priorities and schedules.

Additional information

This role is mainly based in an office environment in Singapore and includes a confidential support component for senior leadership as well as limited household-related assistance.