Share this Job

Executive Admin

Date: 06-Nov-2022

Location: Singapore, Singapore

Company: Singtel Group

An ExtraOrdinary Career Awaits…



About NCS

NCS is a leading technology services firm with presence in Asia Pacific and partners with governments and enterprises to advance communities through technology. Combining the experience and expertise of its 10,000-strong team across 61 specialisations, NCS provides differentiated and end-to-end technology services to clients with its NEXT capabilities of digital, cloud, platforms as well as core offerings in application, infrastructure, engineering and cyber security. NCS also believes in building a strong partner eco-system with leading technology players, research institutions and start-ups to support open innovation and co-creation. For more information, visit



The Executive, Administration will provide high level, confidential administrative support to the Senior Leader. Duties can be clerical, administrative and project based and include scheduling travel, meetings, handling information requests, preparing reports and correspondence and liaising with Senior Leadership Team (SLT) members. This position is often privy to confidential information and as such requires diplomacy and discretion.


In this role, you will learn:

  • The ability to work across multiple disciplines and learn about different areas of the business and exposure to senior levels
  • Effective time management for both yourself and those you support
  • Learn how to operate within a cohesive team, sharing responsibilities and effective collaboration on tasks and responsibilities



Key Responsibilities:



  • Schedule and manage Senior Leader’s calendar, prepare meeting agenda and provide the needed background information to the Managing Partner prior the meeting(s) and ensure that the Managing Partner is briefed of the daily schedule
  • Scan the Senior Leader’s email to identify tasks/follow up/escalation required
  • Make logistics arrangements, where necessary to ensure the meetings run smoothly
  • Proactive deconflicting and prioritising of the Senior Leader’s calendar/schedule to ensure effective time management for the Managing Partner
  • Coordinate with SLT’s Personal Assistants to schedule Board/MCC/CDC, handle related logistics for the meetings and send materials for review prior the meetings in a timely manner
  • Assist with scheduling for complex projects as requested by the Senior Leader and/or project team
  • Assist with scheduling of other Top Executives as assigned


Travel arrangements

  • Responsible for making all travel arrangements for the Senior Leader and /or other Top Executive within the Business Unit as assigned to ensure seamless travel during business travel


Expenses and other administration

  • Prepare expense reports and weekly time sheets
  • Provide all administrative support required by the Senior Leader
  • Ensure expenses/claims are processed in a timely manner and to troubleshoot the issues expeditiously whenever there is delay
  • Perform other duties as assigned


 Business development support

  • Building strong relationships with internal and external stakeholders so as to provide effective support to the Senior Leader
  • Understand the Senior Leader’s business objectives to proactively help push them forward
  • Organize internal meetings events such as customer workshops, townhalls, team building etc.




  • Draft and manage internal communications
  • Help in the planning and organizing (inc. logistics coordination, registration, etc.) of team engagement events, e.g. townhalls, breakfast/brownbag sessions
  • Support the marketing & publicity efforts/campaigns on social media and other platforms
  • Research and scan industry and competitor news; and compile into e-newsletter for dissemination


The Ideal Candidate Should Have:

The successful candidate is one with ability to work effectively and creatively under pressure and mastery of stakeholder relationships and collaborative working with colleagues and peers at all levels. He/She has demonstrated track record of providing a high level of executive support to more than one executive in similar industry. Other key/preferred requirements include:



  • Private Secretary Diploma
  • At least 8 years’ experience as an Executive Assistant, Personal Assistant, Secretary or similar capacity supporting senior managers/management
  • Experience with events management and some research preferred
  • Experience working in service organisation e.g., management consultancy, professional services or financial services environment is advantageous
  • Strong written and verbal English skills are essential
  • Highly proficient in diary management


Technical Skills

  • Proficient in Microsoft Office, Outlook and videoconferencing


Skills and Attributes

  • Excellent customer service skills
  • Highly organized and detail-oriented with a high level of accuracy
  • Excellent organisation skills and ability to prioritise effectively – able to meet deadlines and thrives in an extremely fast paced environment
  • Strong interpersonal skills with confidence to interact with people at senior levels
  • Able to maintain and respect confidentiality
  • Operates well within a team, as well as independently, one who is willing to go the extra mile
  • Proactive and works well in multi-stakeholder environment
  • Problem solver – able to work with internal and external stakeholders effectively to resolve challenges
  • Receptive to feedback, reflect and act upon them to improve professional effectiveness and efficiency
  • Positive attitude and collegial



Apply today to be part of the team to Make ExtraOrdinary Happen!