Executive Assistant

Company Overview:

Volt Auto is Singapore's exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after-sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.

Position Overview:

Reporting to the Head of Human Resource & Administration, the Executive Assistant (EA) will provide high-level administrative support, ensuring the efficient operation of the executive's office.

The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organizational goals.

Responsibilities:

1. Calendar Management:

2. Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
   
   

3. Prioritize and organize daily activities, ensuring efficient use of time.
   
   

4. Communication:

5. Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.
   
   

6. Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.
   
   

7. Meeting Coordination:

8. Arrange and prepare materials for meetings, including agendas, presentations, and reports.
   
   

9. Take minutes during meetings and follow up on action items as required.
   
   

10. Travel Arrangements:

11. Organize complex travel itineraries, including flights, accommodation, and transportation.
    
    

12. Ensure all travel-related documentation and arrangements are completed efficiently.
    
    

13. Administrative Support:

14. Prepare and proofread documents, reports, and presentations.
    
    

15. Manage and maintain filing systems, both electronic and paper-based.
    
    

16. Confidentiality:

17. Handle sensitive information with discretion and confidentiality.
    
    

18. Ensure that all data and records are managed in compliance with company policies.
    
    
19. Any ad-hoc duties as assigned.
    
    

Requirements:

• Education: Minimum Diploma or Bachelor's degree or equivalent experience.
  
  
• Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
  
  

• Skills:

• Exceptional organizational and time-management abilities.
  
  

• Strong written and verbal communication skills.
  
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  
  
• Ability to handle multiple tasks and prioritize effectively.
  
  
• High level of professionalism and discretion.
  
  
• Possess a valid class 3/3A driving license.
  
  

• Attributes:

• Proactive and self-motivated with a problem-solving mindset.
  
  

• Ability to work under pressure and meet tight deadlines.
  
  
• Strong attention to detail and accuracy.