Executive Secretary (Commercial Operations | MNC) #HJO

Job Responsibilities:

• Provide executive and administrative support to senior management, including calendar management, meeting coordination, and business correspondence.
• Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, visa applications, and travel itineraries.
• Prepare and process expense claims, reimbursements, and travel-related documentation.
• Organise internal and external meetings, prepare agendas, presentations, meeting materials, and record meeting minutes.
• Maintain confidential documents, reports, and business records with a high level of discretion.
• Coordinate communications and administrative activities across business units and commercial teams.
• Support the sales and commercial teams in organising customer meetings, workshops, conferences, and marketing events.
• Assist with contract administration, document management, and approval workflows.
• Maintain sales records, distribution lists, and departmental databases.
• Track action items from meetings and ensure timely follow-up with stakeholders.
• Coordinate venue bookings, logistics, catering, and participant communications for events.
• Collaborate with Finance, HR, Marketing, and other departments to support business operations.
• Assist with procurement activities, purchase requisitions, vendor coordination, and administrative processes.
• Prepare reports, dashboards, and sales performance data to support business decisions.
• Identify opportunities to improve administrative processes and operational efficiency.
• Perform other administrative and commercial support duties as assigned.

Requirements:

• Diploma or Bachelor's Degree in Business Administration, Management, Marketing, or a related discipline.
• Minimum 3–5 years of experience in an Executive Assistant, Personal Assistant, Commercial Support, Sales Coordinator, or similar role.
• Experience supporting senior management and commercial or sales organisations.
• Experience coordinating domestic and international travel arrangements and expense claims.
• Experience working in a multinational or regional environment is preferred.
• High level of professionalism, discretion, and attention to detail.
• Proactive, resourceful, and able to work independently in a fast-paced environment.

Interested candidates are invited to email your resume to:

[email protected]

Jenalyn Ooi Huai Sian (R1765551)
Recruit Express Pte Ltd
Company Reg. No. 199601303W
EA Licence No. 99C4599