Executive Assistant (Project Coordinator/ Admin) JL18

Client Interaction and Relationship Management

Serve as the main point of contact throughout the search process, ensuring consistent communication (via written correspondence, phone, and in-person meetings).

Establish and maintain strong working relationships with high-level executives and their support teams.

Uphold strict confidentiality standards when handling sensitive client and candidate information.

Document Preparation:

Draft proposals, position specifications, and candidate resumes.

Prepare and edit pitch decks and client proposals using PowerPoint.

Reporting and Expense Management

Prepare monthly expense reports, assist with claims, and coordinate with Finance on invoicing.

Billing and Invoicing:

Review and approve monthly client billing invoices for accuracy.

Monitor accounts receivable and assist with timely collections.

Collaboration and Workflow Coordination

Work together with office manager and other staff to streamline workflow processes.

Team & HR Support

Provide backup telephone and administrative support for other administrators and consultants during absences.

Assist in training new hires and temporary staff, ensuring smooth onboarding.

Collaborate with practice EAs to coordinate ad-hoc events and business development mailings.

Communication and Coordination

Manage a high volume of calls from various stakeholders, including clients, candidates, business development contacts, and job seekers.

Provide comprehensive support , including complex scheduling, meeting preparation, interview schedules and follow-ups

Policy and Procedure Compliance

Stay informed on company policies, procedures, and software updates by reviewing communications and attending training sessions.

Meeting Participation

Organize materials for meetings, manage team reporting, and handle contributing in discussion. 

Requirement:

Min Degree in Business management or related field 

Min  5 years of experience in providing support to senior management level including calendar management

Proficient in computer skills – Microsoft Office : Words, Power Point and Excel.

Good communications and interpersonal skills. Ability to take initiative and build strong, productive network and relationships

HOW TO APPLY:

Interested applicants, please click on “Apply Now” or email ref44@trustrecruit.com.sg

We regret only shortlisted candidates will be notified.