Executive Assistant to VP

A leading multinational organisation is seeking a highly dependable Executive Assistant to provide comprehensive secretarial and administrative support to the Vice President, Asia Pacific, based in Singapore. This role offers you the opportunity to work closely with senior leadership, ensuring seamless workflow and efficient operations across multiple time zones.

You will be at the heart of business activities, managing complex schedules, coordinating international travel, and handling confidential matters with utmost professionalism.

• You will be responsible for providing high-level administrative support to the Vice President, Asia Pacific, including diary management, travel planning, meeting coordination, and event organisation across multiple time zones.
• The organisation offers flexible working opportunities and a supportive leadership culture that encourages knowledge sharing and continuous development through training programmes.
• You will join a diverse and inclusive team within a global environment, benefiting from generous pension contributions and access to resources that foster your professional growth.

What you'll do:

As an Executive Assistant based in Singapore supporting the Vice President for a prominent multinational organisation, you will play a pivotal role in ensuring smooth day-to-day operations.

• Manage the Vice President’s calendar and inbox efficiently by arranging meetings and appointments across various time zones while ensuring effective prioritisation and coordination.
• Plan and coordinate all aspects of international travel arrangements including flights, visas, itineraries, accommodation, and transport with careful consideration for cost-effective options.
• Provide anticipatory support by proactively addressing last-minute changes or urgent tasks to ensure seamless executive operations.
• Filter, summarise, and triage hundreds of daily emails and calls so only high-priority content reaches the executive for decision-making.
• Assist in organising internal and external events such as conferences and meetings by booking venues, handling logistics, managing attendees, preparing materials, and arranging refreshments.
• Attend business meetings as required; develop accurate meeting minutes and diligently follow up on action items to ensure timely completion.
• Screen, analyse, research, collect data, and compile information before disseminating it to the Vice President for informed decision-making.
• Prepare and edit documents, presentations, and reports while maintaining exceptional accuracy and attention to detail.
• Handle sensitive matters with discretion by providing solutions, answers, and resources where needed while maintaining confidentiality.
• Manage expenses, invoices, financial documentation with precision to ensure compliance with company policies.
• Liaise closely with business stakeholders as the first point of contact; take messages and minutes when required while representing the executive professionally.
• Support office management functions such as processing mail, liaising with building management, maintaining office equipment and supplies, procuring pantry items, arranging courier services, receiving calls, coordinating customer visits, organising meetings, assisting in logistical support for events or trainings.
• Maintain accurate records of business tool assets including mobile phones, laptops or other devices issued within the region; monitor usage and prepare relevant reports.

What you bring:

To excel as an Executive Assistant supporting senior leadership within a global organisation based in Singapore requires proven experience at executive level—ideally gained over five to ten years within multinational environments.

• Diploma or bachelor’s degree in business administration or equivalent experience is required for this role.
• Proven successful experience of 5–10 years in a Personal Assistant or Executive Assistant position supporting executive levels within an international or multinational environment is essential.
• Highly self-motivated individual who demonstrates resourcefulness along with a positive can-do attitude when faced with challenges.
• Exceptional organisational skills paired with strong attention to detail enable you to prioritise tasks effectively while managing time efficiently.
• Ability to collaborate as a strong team player yet also work independently under minimal supervision when necessary.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) is vital for document preparation and communication tasks.
• Excellent verbal and written communication skills allow you to interact professionally with stakeholders at all levels.
• Trustworthy character who maintains a high level of professionalism as well as confidentiality when handling sensitive matters.
• Exemplary planning abilities combined with forward-thinking mindset contribute to superior time management outcomes.
• Experience handling office management duties such as procurement of supplies or asset record maintenance adds value.

What sets this company apart:

This global organisation stands out for its commitment to fostering an inclusive workplace where every team member feels valued regardless of background or experience.

What's next:

If you are ready to make a meaningful impact supporting senior leadership within a global organisation apply today by clicking on the link provided.

Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R1985549 ShiHua Goh