The Citco Group Limited Hiring! Full Time Executive Assistant in - Ricebowl

Position Overview:

The Executive Assistant & Office Admin Executive provides high-level executive and administrative support to the Singapore MD's and senior staff, while also managing day-to-day office administration for the Changi office. This is a dual-function role combining priority EA responsibilities with office administration duties.

Main Job Functions / Responsibilities:

Executive Assistant Tasks

• Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
• Arrange end-to-end domestic and international travel, including flights, accommodation, transportation, and itineraries for the MD and staff.
• Prepare daily schedules, reminders, and flag urgent or time-sensitive matters requiring executive attention. Coordinate schedule changes, meeting adjustments, and travel amendments with professionalism and discretion.
• Follow up on approvals, signatures, pending responses, and ensure timely closure of action items.
• Act as the primary point of contact between executives and internal/external stakeholders, liaising with senior management, clients, and external partners professionally.
• Prepare and format documents, presentations, correspondence, and meeting materials to a high standard.
• Anticipate executive needs and proactively identify and resolve potential issues before they escalate.
• Support planning and logistics for townhalls, offsites, training sessions, and team events.

Office Administration Scope

• Cover the front desk, welcome visitors, and manage refreshment setup for meetings and guests.
• Sort and distribute incoming/outgoing mail and coordinate courier services.
• Book and prepare meeting rooms, ensuring technology and refreshments are ready.
• Issue visitor access passes and coordinate with building management on access requirements.
• Answer calls, check and route voicemail messages, and manage general office enquiries.
• Maintain and update relevant Teams channels with office-related information and announcements.
• Compile monthly invoices, update user lists, and liaise with office vendors and service providers as needed.

Personality Traits & Core Competencies:

Organisational Excellence

• Ability to manage multiple priorities, calendars, and deadlines simultaneously.
• Meticulous attention to detail in scheduling, document preparation, and follow-ups.
• Natural ability to prioritise effectively and adapt to changing demands.

Communication & Stakeholder Management

• Excellent written and verbal communication skills.
• Establish and maintain relationships with executives, clients, internal stakeholders, and external partners.
• Comfortable engaging with C-suite executives and senior management.

Discretion & Professionalism

• Handle sensitive and confidential information with the utmost discretion.
• Maintain composure and professionalism in high-pressure situations.
• Represent the office and executives with poise and reliability.

Proactive & Resourceful

• Anticipate executive needs and proactively resolve issues.
• Take initiative and solve problems independently without constant supervision.
• Identify ways to improve office processes and executive support workflows.

Collaboration & Teamwork

• Work collaboratively with the co-EA to ensure seamless cross-coverage and consistent service delivery.
• Support colleagues and contribute to a positive office environment.
• Flexible and willing to take on additional tasks as required.

Drive for Results

• Deliver to agreed timelines and take ownership of tasks.
• Exhibit a can-do positive attitude and commitment to service excellence.
• Reflect on own performance to ensure accountability.

Education & Experiences:

• Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related field.
• 3–5 years of experience in an Executive Assistant, Personal Assistant, or senior administrative role, preferably supporting Director-level or above.
• Experience in a multinational corporate environment, ideally in financial services.
• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Familiarity with collaboration tools and AI productivity tools (e.g., Microsoft Copilot) is a plus.
• Excellent command of written and spoken English; additional languages are an advantage.
• Strong interpersonal skills with the ability to build rapport across all levels of the organisation..