Junior Executive Assistant

Company Overview

OFFICE SECRETARIES PTE. LTD.

Job Summary

Our client is seeking a highly organized, resourceful, and intuitive Junior Executive Assistant to provide seamless administrative support within the Chairman’s Office.

Working closely under the direction of the Personal Assistant (PA) to the Chairman, the Junior Executive Assistant will play a vital role in ensuring smooth day-to-day operations by managing schedules, communications, and confidential matters with meticulous attention to detail.

Responsibilities

• Manage the Chairman’s calendar by coordinating complex meetings across multiple time zones to optimize scheduling efficiency
• Arrange detailed travel itineraries to support seamless business and personal travel plans
• Provide general secretarial support including document reproduction, scanning, and printing to maintain office workflow
• Draft, format, and proofread professional correspondence, emails, and reports to ensure clear and accurate communication on behalf of management
• Maintain and organize physical and digital filing systems to ensure documents are archived systematically and easily retrievable
• Process expense claims and reimbursements in a timely and accurate manner
• Serve as a backup receptionist by greeting guests, managing incoming calls, taking accurate messages, and routing enquiries appropriately during receptionist absence
• Handle incoming mail, courier deliveries, and packages to maintain smooth office operations
• Perform operational tasks and other duties assigned by the PA or senior management to support office efficiency

Preferred competencies and qualifications

• Minimum of 3 years of experience in secretarial, administrative, or executive support roles demonstrating strong administrative capabilities
• Proficient command of written and spoken English to manage business and personal communications confidently
• Demonstrated practical judgment and problem-solving skills to address office challenges effectively
• Ability to work independently with minimal supervision, maintaining productivity and initiative
• Adaptability to fast-paced environments by managing changing instructions, shifting priorities, and tight deadlines efficiently
• Strong hands-on experience using Outlook calendars for scheduling and high proficiency in Microsoft Office applications (Word, Excel, PowerPoint)
• Proven ability to handle highly confidential information with integrity and discretion
• Flexibility and willingness to provide standby or overtime support based on operational and business needs

If you possess the right blend of administrative expertise, strong practical acumen, and a proactive attitude, we invite you to apply with your updated resume to: [email protected].