Executive Assistant | Strategy Consulting | Singapore

Functional areas
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Position Summary:

The Executive Assistant's (EA) primary role is to support the Senior Managing Director's (SMD). When applicable, the EA may be asked to assist with HR activities such as staff on-boarding & accommodation, work permit applications, visas, recruitment and learning activities for the Singapore staff. Some office admin support will be required on temporary basis.

Scope & Responsibilities:
• Manage all business travel logistics (air tickets, hotels, transfers, redemptions, frequent flyer cards etc...) through the application and the local travel agent
• Ensure all necessary arrangements are completed for meetings, whether internal or with external clients
• Extensive diary management
• Manage preparation, submission and tracking of expenses through the platform and accurate matter code (billable to client) is included in each expense
• Input hours/time sheets in time recording application (end of month recurring deadline)
• Maintain current and accurate documentation pertaining to family personal documentation, such as passports, permits, academic certificates and birth/marriage certificates
• Build relationships with clients EA's for coordination of meetings and calls
• Maintain visa and immigration documents for SMDs, spouses, and children (if applicable)
• Upload medical claim forms in the respective SMD's profile for reimbursement.
• Occasionally coordinate courier for shipping client deliverables
• Assist with office-related matters, including PA cover, uploading office invoices for payment, welcome new joiners, assist exit interviews (check-in equipment)Experience and skills:

  • Ideally previous experience in a professional services environment and minimum three years in a similar position, e.g. senior administrator or office manager
  • Proficient in Microsoft Office - Outlook, Excel, Word (PowerPoint desirable not essential)
  • Maintaining customer relations through excellent service.
  • This role will involve extensive communication with clients and the senior management team.
  • Ability to communicate clearly and confidently with clients, colleagues, and management. Excellent written and verbal communication skills
  • Must be able to work reliably and responsibly with internal and external colleagues.
  • Previous experience of local MOM, taxation, CPF admin & other HR-related matters is a distinct advantage
  • Excellent verbal & written English
  • Mandarin and/or Malay is highly beneficial

    Personal Attributes:
  • Highly organised and meticulous
  • Flexible to accommodate urgent out of hours requests
  • Team player with ability to prioritize and multi-task
  • Proactive, dedicated to meeting deadlines and able to manage stress
  • Resourceful and willing to actively develop knowledge of the business
  • Smart appearance, well-presented and professional
  • Possesses mature demeanor and positive attitude, as well as discretion and sensitivity when dealing with the partner group
  • Possesses cultural awareness and sensitivity
  • Willingness to commit to and align with company culture and value

  • Job information

    Firm: FTI Consulting

    Location: Singapore


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