Brazil
Executive Assistant | Strategy Consulting | Singapore
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
#LI-SS1
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
#LI-SS1