Executive Assistant

Ascend Group is Singapore’s premier digital marketing company. We are a digital marketing agency, academy, and software company. We aim to change the world through empowering small businesses with digital marketing so their product can reach out to more people who need help. A remote team of A players who value growth, performance, and transparency. This is a place for those who want their skillset and experiences input to be valued, for those who are looking to expand their capability, and for those who want a no-politics working environment.

We’re seeking an Executive Assistant who thrives in a dynamic environment and is committed to supporting our leadership in achieving their strategic objectives. This role is not just about performing tasks; it’s about ensuring the seamless execution of our executives’ visions, no matter the challenges. If you’re someone who anticipates needs, champions efficiency, and influences positive outcomes, we want you on our team.

IMPORTANT NOTE: Only those who have completed and submitted the job application form via the link below will be considered for the role.

APPLY NOW and FILL IN this APPLICATION FORM: Click to view/AscendJAF

Your Objectives:
• Anticipation of Needs: Proactively identify and address the needs of our executives to enable them to focus on strategic priorities. Your foresight and attention to detail will be key in navigating the day-to-day and the unexpected.
• Flawless Execution: Manage projects, schedules, and communications with a meticulous eye for detail. Your role is critical in ensuring that every task, no matter how small, is completed to the highest standard.
• Effective Gatekeeping: Serve as the initial point of contact for our executives, managing access to them in a way that respects their time and productivity. Your judgment will ensure that they engage with the most valuable interactions.
• Adaptability: Thrive in an ever-changing environment, adjusting priorities and strategies as needed to support our executives’ success. Your flexibility will help keep our leadership agile and focused.
• Positive Impact: Through your support, enable our executives to perform at their best. Your contributions will have a direct impact on the effectiveness of our leadership and the success of our organization.

We’re Looking For Someone Who Is:
• Highly Organized: You love making chaos orderly and are skilled in managing multiple priorities without dropping the ball.
• A Communication Ace: Your communication, both written and verbal, is clear, concise, and considerate. You’re comfortable engaging with various stakeholders on behalf of our executives.
• Discreet and Trustworthy: You handle confidential information with integrity and have a proven track record of earning trust.
• Resourceful: You’re known for your ability to solve problems creatively and efficiently, even under pressure.
• Tech-savvy: Proficient in modern office software and quick to learn new tools that drive efficiency.
• Emotionally Intelligent: You’re adept at reading the room, understanding others’ needs, and adjusting your approach accordingly.
• A Lifelong Learner: You’re committed to personal and professional growth, always seeking to improve and adapt.

Requirements:

1. Proven work experience of min 5 years as an Executive Assistant or similar role handling admin and operations.
2. Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
3. Excellent verbal and written communication skills, with a high level of professionalism and attention to detail.
4. Strong problem-solving skills, with the ability to anticipate needs, exercise sound judgment, and make decisions.
5. Proficient in using software & tools, such as Notion, WhatsApp, Google Suite, Zoom, TravelTime, Slack, Trello, ClickUP, Monday etc
6. Familiarity with finance administrative tasks, including expense management and budget tracking.
7. Ability to handle confidential and sensitive information with utmost discretion.
8. Excellent interpersonal skills, with the ability to build relationships and collaborate with individuals at all levels.
9. Proactive and resourceful mindset, with the ability to take initiative and work independently.
10. Flexibility and adaptability to handle changing priorities and multitask effectively.

Roles and Responsibilities:

1. Act as a primary point of contact and provide comprehensive administrative support to the Executives.
2. Manage the Executives’ calendar, schedule appointments, and coordinate meetings and conferences.
3. Prepare and organize documents, reports, presentations, and correspondence for the Executives.
4. Coordinate and prioritize incoming requests and inquiries, ensuring timely responses and follow-up.
5. Manage travel arrangements, including booking flights, accommodations, and ground transportation for the Executives.
6. Assist in preparing meeting agendas, taking minutes, and tracking action items.
7. Conduct research, compile data, and prepare briefing materials for meetings, presentations, and reports.
8. Handle confidential and sensitive information with discretion and professionalism.
9. Liaise with internal and external stakeholders, including clients, partners, and senior executives.
10. Assist in the coordination and execution of special projects and initiatives as assigned by the Executives.
11. Provide HR administrative support, such as managing employee records, coordinating recruitment processes, assisting with onboarding and offboarding, and maintaining HR documentation.
12. Support finance administrative tasks, including processing expense reports, monitoring budgetary expenses, and coordinating with the finance team.
13. Proactively identify opportunities to streamline processes, improve efficiency, and enhance productivity within the Executives’ office.

Please note that only those who have completed and submitted the job application form will be considered for the role.

If you’re interested in joining us, apply here. Click to view/AscendJAF

Job Type: Full-time

Benefits:

Additional leave
Flextime
Opportunities for promotion
Paid training
Promotion to a permanent employee
Work from home

Schedule:

8-hour shift
Flextime
Monday to Friday