Executive Secretary SG

2.9

Job Type   /   Job Level

Full-time   /   Others/Any

Company Location

Singapore

Key Responsibilities

JOB DESCRIPTION

Executive & Administrative Support

Manage and maintain the calendars, ensuring optimal prioritisation of meetings, appointments, and travel arrangements.
Coordinate complex schedules across multiple stakeholders.
Prepare meeting agendas, briefing materials, and follow-up actions for key engagements.
Screen, prioritise, and manage incoming communications (emails, calls, correspondence).

Stakeholder & Communication Management

Act as a primary point of contact between senior management and internal/external stakeholders, ensuring timely and professional communication.
Liaise with senior management, Board members, regulators, and external partners as required.
Coordinate logistics and documentation for Board, Exco, and senior management meetings.

Meeting & Governance Support

Support preparation of high-quality presentation materials, reports, and briefing notes for leadership forums.
Track key action items arising from meetings and ensure timely follow-up with relevant stakeholders.
Maintain proper documentation and records in line with internal governance and audit requirements.

Travel & Event Coordination

Manage end-to-end travel arrangements, including itineraries, accommodations, and expense claims.
Coordinate internal and external events hosted or attended by senior leadership.
Ensure seamless execution of official visits and high-level engagements.

Confidentiality & Information Management

Handle sensitive and confidential information with the highest level of discretion and professionalism.
Ensure compliance with internal policies, data protection, and information security requirements.

Process Coordination & Continuous Improvement

Support process improvements to enhance efficiency in executive office operations.
Work closely with HR, Finance, and other functions to facilitate administrative and operational needs.
Assist in ad-hoc projects and special assignments.

Requirements

Bachelor’s degree or equivalent qualification.
Minimum 5–8 years of experience supporting senior executives (C-suite preferred).
Prior experience in banking or financial services environment is advantageous.
Stakeholder satisfaction and responsiveness
Strong organisational and time management skills with the ability to handle multiple priorities.
Excellent interpersonal and communication skills, with the ability to interact with senior stakeholders.
High level of discretion and professionalism in handling confidential information.
Strong attention to detail and problem-solving capabilities.
Proficient in Microsoft Office (PowerPoint, Excel, Outlook) and digital collaboration tools.
Proactive, resourceful, and adaptable in a fast-paced environment.
Strong sense of ownership and accountability.
Effective calendar management and prioritisation
Able to anticipate needs and act with minimal supervision.

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