Executive Administrator, Sales & Marketing (1 year contract)

Job Summary:

The purpose of the role is to provide executive and administrative support to senior leadership and the Sales & Marketing team, including calendar management, meeting coordination, and preparation of materials. Support daily operations through reporting, budget and expense management, procurement, and asset tracking. Assist sales leadership activities, manage travel and events, and coordinate onboarding, employee activities, and departmental logistics to ensure smooth and efficient operations.

Key Responsibilities:

Executive calendar & meeting management

• Manage and prioritize the VP ‘s calendar including arranging meetings, resolving scheduling conflicts and optimizing time
• Prepare agendas., meeting materials readiness

Administrative support

• Prepare and edit documents, presentations, and reports.
• Compilation of reporting / generation of reporting
• Department budget and expense planning /budget. Control; and monitoring
• Manage PD
• Asset management
• Champion between team and internal audit team

Sales leadership support

• Support sales leader operation likes QBR/leadership / weekly meeting
• Track commitments and follow up

Travel & event coordination

• Book travel, manage itineraries, handle expense document / claims
• Ensure accuracy of schedules and logistics
• Co-ordinate internal and external events related to the department

Department Assistant (Sales & Marketing, Singapore)

• Provide overall administrative and operational support to the Sales &Marketing team
• Manage procurement processes such as raising PRs/POs and track department funds
• Coordinate new hire onboarding and support employee-related activities (e.g. wellness arrangements)
• Organize visitor logistics and internal events/meetings, including visa coordination, room bookings

Requirements:

• Minimum 3–5 years of experience in executive or administrative support, preferably in a multinational or matrixed organization
• Strong organizational and time management skills with the ability to handle multiple priorities
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)
• Experience in calendar management, travel coordination, and event planning
• Ability to handle confidential information with discretion
• Detail-oriented with strong problem-solving skills and high accuracy
• Experience in budget tracking, procurement processes (PR/PO), and reporting is an advantage
• Ability to work independently and collaborate effectively with cross-functional teams