Executive Assistant

We are seeking a highly organised and proactive Executive Assistant to provide comprehensive support to our C-Suite stakeholders within our NCS Senior Leadership Team. This role requires exceptional judgment, strong communication skills, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant will serve as a trusted partner, enabling the C-Suite Leader(s) to operate efficiently and focus on strategic priorities.

As an Executive Assistant, you will be providing high touch and comprehensive secretarial support. You will play a crucial role in ensuring the smooth operation of the executive office and will be responsible for managing schedules, coordinating meetings, handling correspondence and assisting with various administrative tasks as needed.

Key Responsibilities 

Calendar and Schedule Management 

Manage executive’s calendar and schedules, including scheduling meetings, appointments, and business travel arrangements. 

Ensure the executive is briefed on the daily schedule. 

Communication and Coordination 

Coordinate and prioritise incoming requests and communications, including emails, phone calls/messages, and mail. 

Screen and direct phone calls and visitors to appropriate parties. 

Act as a liaison between the C-Suite Leader and internal/external stakeholders, maintaining professionalism and confidentiality 

Meeting and Event Support 

Assist with meeting coordination and logistics, including room bookings, catering arrangements, agenda preparation, and ushering guests. 

Prepare and organise documents, presentations, and reports for meetings and presentations. 

Organise and support board meetings, executive meetings, and leadership offsites 

Expense and Financial Management 

File expense reports for reimbursement and manage the executive’s petty cash fund. 

Confidentiality and Information Handling 

Maintain confidentiality and handle sensitive information with discretion and professionalism. 

Administrative Support 

Perform other secretarial and administrative duties as assigned (e.g., photocopying, mailing, arranging logistics for visitors, coordinating conference calls).

What the Ideal Candidate should possess?

Bachelor’s degree or equivalent experience 

10 years of experience supporting C-suite executives, preferably in a fast-paced or high-growth environment 

High level of professionalism, discretion, and emotional intelligence 

Ability to maintain confidentiality and handle sensitive information with discretion 

Exceptional organisational and time management skills 

Attention to detail and high level of accuracy 

Strong written and verbal communication abilities 

Flexibility and adaptability to changing priorities and deadlines 

Proficiency in Microsoft Office and collaboration tools (e.g., Outlook, Teams and other conferencing platforms) 

Proficient in travel booking platforms 

Ability to anticipate needs, think critically, and solve problems independently 

Key Attributes 

Proactive and resourceful with a strong sense of ownership 

Detail-oriented with the ability to multitask effectively 

Calm under pressure and adaptable to changing priorities 

Strong interpersonal skills and stakeholder management capabilities 

The candidate should be good with numbers, analytical, independent and have integrity.

We are driven by our AEIOU beliefs—Adventure, Excellence, Integrity, Ownership, and Unity—and we seek individuals who embody these values in both their professional and personal lives. We are committed to our Impact: Valuing our clients, Growing our people, and Creating our future.

 

Together, we make the extraordinary happen.

We are driven by our AEIOU beliefs—Adventure, Excellence, Integrity, Ownership, and Unity—and we seek individuals who embody these values in both their professional and personal lives. We are committed to our Impact: Valuing our clients, Growing our people, and Creating our future.

 

Together, we make the extraordinary happen.

 

Learn more about us at ncs.co and visit our LinkedIn career site.

 

Scam Alert

 

We are aware of fraudulent job offers and impersonations of NCS recruiters. Phishing emails using convincing-looking but fake addresses are also commonly used to trick you into thinking that they come from official NCS sources.

 

Please note that all official communications from NCS Group will only be sent from verified corporate email addresses. Always check that the sender’s email address ends with the genuine NCS domain, @ncs.com.sg and beware of extra letters, symbols or misspellings. When in doubt, verify the sender’s identity by contacting us at reachus@ncs.com.sg.