Executive Assistant, CEO Office
Trendlines Medical Singapore operates through investing in, incubating, and providing a range of services targeted to nurture and support Singapore-based entrepreneurs and start-up companies in the medical device sector leading these from development to commercialization into the global markets.
To find out more about Trendlines Medical Singapore visit us at: https://www.trendlines.com/facilities/trendlines-medical-singapore/
Job Description
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to senior management teams and CEOs of portfolio companies; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work, independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles & Responsibilities
Executive Support
· Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
· Communicates directly, and on behalf of the CEO, with CEOs of portfolio companies and others, on matters related to CEO’s programmatic initiatives
· Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
· Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
· Work closely with and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
· Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact
· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company
· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
· Support administrative task in the human resource functions
Senior Management Liaison
· Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
· Assists in coordinating the agenda of CEOs of portfolio in delivering business outcomes
· Works with finance department to prepare fundraising activities for portfolio companies
Qualifications
· Strong organizational skill that reflects ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
· Strong interpersonal skills and ability to build relationships with stakeholders, including staff, external partners and stakeholders
· Expert level written and verbal communication skills
· Demonstrated proactive approaches to problem solving with strong decision making capability
· Emotional maturity
· Highly resourceful team player, with the ability to be effective independently
· Proven ability to handle confidential information with discretion, be adaptable to various competing demands
· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
· Forward looking thinker who actively seeks opportunities and proposes solutions
Education and Experience Requirements
· Bachelor's degree
· Strong work tenure: 5 to 10 years of experience supporting C-level Executives
· Experience and interest in internal and external communications, partnership development
· Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat
Please send your updated CV to hr_sgp@trendlines.com
