Executive Assistant

About the Role

We are looking for a highly organized, resourceful, and proactive Executive Assistant to provide seamless support to C-suite executives while ensuring smooth office administration and operational efficiency. This is a hybrid role that blends executive-level support with office management responsibilities. The ideal candidate is a self-starter with excellent communication skills, a sharp eye for detail, and the ability to thrive in a fast-paced, dynamic environment.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to C-suite executives, ensuring efficiency and confidentiality at all times.
• Manage complex calendars, including scheduling meetings and coordinating across multiple time zones.
• Organize international and domestic travel arrangements (visas, flights, accommodations, itineraries).
• Act as a key liaison between executives and internal/external stakeholders, ensuring clear and professional communication.
• Support executive-led meetings by preparing agendas, presentation materials, taking minutes, and tracking follow-ups.
• Handle expense claims and reimbursements in a timely and accurate manner.
• Organize and coordinate executive-level networking events when required.
• Manage highly confidential information with discretion and professionalism.

Office Administration

• Oversee day-to-day office operations, including supplies, vendor management, and facilities support.
• Ensure compliance with company sourcing, procurement, and travel policies.
• Manage telecommunication contracts (mobile, internet, conferencing tools) and track usage/billing to ensure compliance with agreements.
• Oversee issuance, tracking, and return of company IT assets (laptops, mobile devices, monitors, etc.) for new hires, current staff, and offboarding employees.
• Maintain accurate office IT asset and equipment inventories.
• Support internal meetings, team events, and office-wide communications.
• Coordinate travel arrangements for overseas visitors (visa applications, accommodation, logistics).
• Perform ad hoc administrative tasks to support business needs.

Qualifications & Experience

• Minimum 5 years’ experience as an Executive Assistant, preferably supporting C-suite executives.
• Strong organizational skills with proven ability to manage multiple priorities under tight deadlines.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (SharePoint, OneDrive).
• Excellent written and verbal communication skills.
• Experience with travel planning and expense management systems.
• Strong problem-solving skills, high level of discretion, and ability to work both independently and collaboratively.

Argyll Scott Singapore Pte Ltd
EA License No. 16S8105
Goh Sok Hwee, Florence (Wu Shuhui)
EA Reg No: R1326770