The Executive Assistant will manage executives’ calendars, coordinate global travel logistics, and provide administrative support. Responsibilities include scheduling meetings, responding to invitations, dealing with logistics, and enhancing team productivity by providing necessary support.
MAIN DUTIES/RESPONSIBILITIES OF THE ROLE:
Essential Responsibilities:
- Manage and maintain executives’ calendars, including arranging calls, meetings and travel plans.
- Proactive coordinate of global travel logistics, including booking flights, accommodation, and transfers and ensuring full details are available for stakeholders when on the move.
- Schedule and coordinate communications across multiple calendars, accommodating availability for internals and externals.
- Understand stakeholders priorities and team demands to optimise stakeholder time management.
- Respond to invitations as and when required, booking restaurants and tickets.
- Meet and deal with guests in the office, making sure meeting rooms are reserved and refreshments are served.
- Provide proactive administrative support and project management where required.
- Deal with post and shipping logistics for small and large items, in the UK and worldwide, dealing with the customs documents, packing lists and commercial invoices.
- Support stakeholder team members, when required by the stakeholders, with various administrative tasks as needed to enhance productivity and efficiency.
PERSON SPECIFICATION
WORK EXPERIENCE/BACKGROUND:
Essential
- Previous experience working in an administrative or support role at Executive level
- Proficiency in Microsoft Office (Outlook, Word and Excel)
- Strong organisational and time management skills
- High levels of self-motivation and a proactive mindset
- Strong prioritisation skills, with the ability to support multiple stakeholders
- Excellent influencing and communication skills
- Flexibility and adaptability to changing priorities and responsibilities.
- Bookkeeping and budget management experience
Desirable
- Familiar with the industry
TECHNICAL/BUSINESS SKILLS & KNOWLEDGE:
- Exceptional organisational and time-management skills
- High proficiency in Microsoft Suite (Word, PowerPoint, Excel, Outlook)
- Ability to multitask, prioritise workload and work under pressure
- High attention to detail
- Reliable and proactive approach to work
- Strong interpersonal, verbal, and written communication skills
- Confident decision making
- Ability to work collaboratively in a team setting
- Ability to exercise tact and discretion when dealing with confidential matters
Top Skills
Excel
MS Office
Outlook
PowerPoint
Word
Brevan Howard Singapore Office
Singapore, Singapore
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