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Executive, Administration

Date: 25-Nov-2022

Location: Singapore, Singapore

Company: Singtel Group

Executive Assistant

 

Executive Assistant support is provided to support NCS Partners within an LOB.  The Executive Assistant will also be working as part of team of support professionals, comprising of Executive Assistants, Receptionist and Officer Manager/Business Services. 

 

In our team 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

 

As an Executive Assistant you will be responsible for:

 

Calendaring

  • Scanning of email, identifying regular tasks for EA to complete e.g., meeting requests progressed without consultation with Partner, scheduling internal and external meetings, communicating with clients and other support staff as appropriate
  • Booking of facilities - rooms, VCs, restaurants, etc. as required
  • Proactively spotting opportunities to add internal and external meetings; interviews, staff meetings, follow up; proactive deconflicting of calendars/schedules and ensuring sufficient travel time between meetings when scheduling
  • Assisting with scheduling for complex projects as requested by the Partner and/or project team

 

Expenses and other administration

  • Preparing expense reports
  • Preparing weekly time sheets for assigned Partners
  • Help provide administrative support for contracts and invoices, when necessary
  • Acting as central point of contact for all assigned Partner administrative needs, liaise with other support departments as necessary
  • Troubleshoot when expense/claim payments are held up, by liaising with relevant internal stakeholders to address roadblocks
  • Help locate and complete standard forms and templates
  • Work closely with IT Dept to support creation of distribution and other group lists, as required

 

Travel arrangements

  • Arranging travel (flights, accommodation, local transfers etc) for Partner travel, including coordinating with clients, business partners and other relevant parties (e.g. conferences)

 

Business development support

  • Building relationships with clients and client EAs
  • Understanding the business goals and objectives of each supported Partner and help to push them forward proactively
  • Support the administrative requirements of tenders/proposals before submission, as required
  • Proactively spotting clients that haven’t been called upon and/or who need follow up

 

 

What we are looking for

Experience required:

  • At least ten years’ experience as an Executive /Administrative Assistant
  • Experience of working within service organisation e.g., management consultancy, professional services or financial services environment is preferred
  • Strong written and verbal English skills are essential
  • Strong Diary Management (multiple diaries)

 

 

Technical Skills:

  • Proficient Outlook and Video-Conferencing skill
  • Word, PowerPoint, Excel skills

 

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
  • Ability to maintain and respect confidentiality
  • Operates well within a team, as well as independently - Not a clock watcher or someone who is unwilling to step outside their job description
  • Pro-active and works well in multi-stakeholder environments (across colleagues and clients at all levels)
  • Problem solver – able to work with clients, other teams and staff members effectively to reach a viable solution and goal
  • One who takes constructive feedback in stride and incorporates feedback quickly
  • Positive attitude, sense of fun is collegial and friendly

 

Set yourself apart: 

  • Ability to work effectively and creatively under pressure
  • Mastery of stakeholder relationships and collaborative working with colleagues and peers at all levels
  • Proven history of providing a high level of executive support to more than one executive in similar industry