Executive Assistant
Sonova Group
full-time
Posted on:
Location Type: Office
Location: Singapore • Singapore
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About the role
- Manage complex, multi-time-zone calendars for multiple APAC executives based in Singapore
- Prioritize meeting requests, resolve scheduling conflicts, and optimize time for strategic priorities
- Screen, draft, and respond to emails where appropriate, flag critical items for executive review
- Prepare briefing books, agendas, and pre-read materials for internal and external meetings
- Attend meetings when appropriate; capture accurate minutes, action items, owners, and due dates; drive follow-up
- Arrange domestic and international travel including air, rail, accommodation, visas, and itineraries for the leadership team
- Prepare, review, and submit expense reports; ensure compliance with travel policy and budgetary constraints
- Proactively mitigate travel risks (weather, visa changes, health advisories) and provide contingency options
- Manage Vendor and travel booking platform-Egencia Travel Management system; leverage to maintain and update users
- Acting as the point of contact between the executives and internal or external colleagues
- Serve as a credible liaison between executives and regional teams, partners, and customers
- Draft professional communications, presentations, and executive summaries
- Coordinate with regional leaders and cross-functional teams to synchronize initiatives
- Check invoices for purchases orders and delivery notes and assign invoices to Finance with approval
- Resolve discrepancies with vendors or internal teams
- Track action items and project milestones; follow up with owners to ensure timely completion
- Provide light project coordination for regional initiatives, events, town halls, and offsites
- Maintain and organize digital filing systems, meeting notes, and knowledge bases (e.g., SharePoint)
- Plan and execute APAC leadership meetings, offsites, and all-hands events and Global townhall
- Manage vendor relations, venues, logistics, catering, and on-site support
- Prepare periodic status updates, dashboards, and executive-ready reports as needed
- Monitor calendar effectiveness, travel spending, and productivity metrics; propose improvements
- Maintain strict confidentiality of sensitive information
- Ensure compliance with local regulations and company policy in all administrative activities
Requirements
- Bachelor's degree or equivalent professional experience
- 8+ years of experience as an Executive Assistant/ Personal Assistant
- Excellent written and verbal communication; ability to draft concise, professional communications and executive summaries
- Exceptional organizational skills with meticulous attention to detail; ability to juggle competing priorities and manage multiple executives simultaneously
- Professionalism, diplomacy, and cultural sensitivity; strong relationship-building skills with stakeholders at all levels
- Proactive, resourceful, and capable of making sound judgments with limited information
- Demonstrated ability to handle confidential information with integrity
- Existing and valid work authorization in Singapore
Benefits
- N/A 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementemail draftingbriefing preparationminute takingtravel arrangementexpense reportingproject coordinationdigital filing systemsvendor managementreport preparation
Soft skills
communicationorganizational skillsprofessionalismdiplomacyrelationship buildingproactivityresourcefulnessjudgmentattention to detailconfidentiality
Certifications
Bachelor's degree