Executive Secretary - Global Commodity Trading Company

About the job

Our client is one of the world's largest global commodity trading companies with a strong origination hub based in Singapore. As part of their growth, they are seeking an Executive Secretary to join their team.

The Role

You will play a key role in providing secretarial and administrative support to the executive/principal, handling communications on their behalf, and ultimately, ensuring the principal's office runs efficiently.

As part of the role, you will:

• Organise and schedule meetings, appointments, and conferences, ensuring all materials (bilingual where needed) are prepared in advance.
• Draft, proofread, and distribute correspondence on behalf of the principal in both English and Mandarin, matching tone and formality to the recipient's seniority.
• Track and prioritise tasks, ensuring deadlines are met and issues are escalated appropriately.
• Manage expense reports, invoices, and other financial documents.
• Handle incoming calls and communications, prioritising and redirecting as appropriate — with sound judgment on what requires the principal's personal attention versus what doesn't.
• Assist with preparing and coordinating board or family office meetings, including agenda preparation and minute-taking.
• Maintain databases and records, ensuring documents are handled and filed systematically and securely.

The Ideal Candidate

• 5+ years of experience as an Executive Secretary, Administrative Assistant, or similar secretarial or administrative support role, supporting senior executives.
• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
• Excellent written and verbal communication skills.
• Good time management with the ability to multitask and prioritise tasks in a fast-paced environment.
• Attention to detail and accuracy in handling tasks and documents.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Excellent interpersonal skills for interacting with stakeholders at all levels.
• Strong problem-solving and critical thinking skills with the ability to work independently.
• Proficiency in Mandarin (spoken and written) is required, as the role involves regular liaison with Mandarin-speaking stakeholders and counterparts.

How To Apply

To apply, write in with your updated CV to Sign in to view email quoting the above job title. Do also consider including 2-3 bullet points detailing your experience managing projects, or a time you supported a senior executive through a high-pressure or high-stakes situation. We look forward to hearing from you!