Job Description

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Executive Assistant to Consultants For an international head hunting firm located in Raffles Place

The responsibilities of the role are diversified, including but not limited to project management, document preparation (including editing, formatting and finalizing), calendar management (both internally and externally, across various geographies and time-zones, sometimes with tight deadline), database management, expense submission, fielding incoming calls, event management, etc.

The EA will work closely with colleagues on several projects simultaneously, in varied stages, to ensure that all matters are handled efficiently to the highest level of standards.

The EA will serve as a liaison between clients / candidates and is a representative of the firm, hence he/she must maintain the utmost level of professionalism and confidentiality.

Responsibilities:

• Serve as client liaison, assisting consultants in project management of assignments.

• Manage projects and external activities through the global database / information systems (the systems usage is as important and as regular as checking/answering emails) and ensure information is uploaded and updated. Regularly keep track of assignment progress.

• Arrange all scheduling, i.e. candidate interviews, phone calls, face-to-face meetings, video calls, client meetings, update calls and reference calls as appropriate.

• Manage executive and candidate travel schedules, provide assistance in travel arrangements. \xe2\x80\xa2 Prioritize and handle complex, confidential matters and assuring discreet handling of all corporate business. Take initiative in executive\'s absence to minimize effect of his/her absence.

• Screen individual consultant\'s telephone lines, as well as answer \xe2\x80\x9coverflow\xe2\x80\x9d calls.

• Build positive relationships and interfaces with high-level executive candidates (Fortune 500 level client executives & candidates) and their assistants.

• Work with Research team on assignments from start to finish to ensure smooth process and completion.

• Ensure that all outgoing documents including general correspondence, reports, proposals, presentations and miscellaneous documents are of high quality and produced on time.

• Process expense claims for consultants and candidates. \xe2\x80\xa2

Assist accounting department with invoicing to clients.

• Assist other Executive Assistants with work overflow as and when capacity allows.

• Undertake ad hoc projects as requested.

Assume ownership or shared responsibility for planning, organizing and executing the projects.

The ideal candidate:

• Minimum of 8 years of EA experience.

Someone with project management skill or has good experience in handling multiple tasks or possesses varied experience (marketing, customer service, secretarial) is highly preferred

• Strong oral and written communication skills

• High learning agility (particularly usage of database/

\xc2\xb7 Hours of work: Monday to Friday (9.00 am to 6.00 pm) Hybrid: 2 days wfh

Office Secretaries