job description
Join the prestigious Singapore Swimming Club as an Executive Secretary and play a pivotal role in supporting our leadership team. This dynamic position offers the opportunity to manage complex schedules, streamline communication, and ensure seamless operations in a fast-paced, professional environment.
Based in the vibrant and culturally rich region of Bali, Indonesia, you will contribute to the club’s mission of excellence while enjoying a work-life balance in one of the world’s most sought-after destinations. Your organizational skills, discretion, and proactive approach will empower our executives to focus on strategic initiatives, driving the club’s success.
If you thrive in a role that demands precision, professionalism, and the ability to anticipate needs, this is your chance to make a meaningful impact in a globally recognized organization.
Responsibility
- Manage and coordinate complex executive calendars, including scheduling meetings, appointments, and travel arrangements.
- Act as the primary point of contact for internal and external stakeholders, ensuring professional and timely communication.
- Prepare and edit correspondence, reports, and presentations with a high degree of accuracy and confidentiality.
- Organize and maintain executive files, documents, and records, ensuring easy retrieval and compliance with policies.
- Coordinate logistics for meetings, conferences, and events, including venue booking, catering, and technical setup.
- Screen and prioritize incoming communications (emails, calls, and mail) and delegate tasks as appropriate.
- Anticipate executive needs and proactively address them to enhance productivity and efficiency.
- Liaise with other departments, board members, and external partners to facilitate smooth operations.
Qualifications
- Minimum of 5 years of experience as an Executive Secretary, Personal Assistant, or in a similar high-level administrative role.
- Exceptional organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills in English; additional languages are a plus.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- High level of discretion, professionalism, and integrity in handling confidential information.
- Proven ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
- Experience in supporting C-level executives or senior management teams is highly desirable.
- Familiarity with office management software and virtual collaboration tools (e.g., Zoom, Teams).