Executive Assistant/Office Manager

About Taylor's Schools

Taylor's Schools comprises a prestigious network of 6 top-tier international schools in Singapore and Malaysia, dedicated to cultivating future-ready learners.

With a legacy spanning over 7 decades, we currently provide a diverse curriculum to over 7,300 learners from more than 65 nations. Our rich diversity and collaborative expertise have fostered an exceptional team of educators committed to continuous improvement, ensuring outstanding learner outcomes.

Taylor's Schools is part of Taylor's Education Group (TEG). The group is one of the oldest and reputable private education institutions in the region owned by the Loy Family Trust. It provides an exceptional educational experience to over 22,000 students in Malaysia, Singapore and Vietnam. With its unsurpassed track record built up over the last six decades, it has earned the reputation for being the center of excellence Early Years to Postgraduate Education.

About the Role

The Executive Assistant provides comprehensive administrative and operational support to the President of Taylor's Schools and the Senior Management Team. This position ensures the efficient day-to-day operations of the department, managing communications, scheduling, documentation, and coordination with internal and external stakeholders. The role requires a highly organized, discreet, and resourceful professional who can anticipate needs and maintain a high level of professionalism in a dynamic environment.

Key Responsibilities:

Executive Support:

• Provide administrative support to the President and Senior Management team on calendar management and scheduling with the support a team with 2 staff (Office Driver and Senior Executive, Administration)
• Respond to emails and document requests on behalf of the Senior Management team.
• Aid Senior Management team in preparing for meetings and engagements by assisting in the preparation of reports, presentations, and documentation

Liaise with internal teams and external stakeholders on behalf of executives.

• Organize and support executive-level meetings, including agenda creation and minute-taking.
• Coordinate complex travel arrangements and itineraries for the senior management team, including managing the driver's schedule and itinerary
• Handle confidential information with professionalism and discretion.

Departmental Administration:

• Serve as the main administrative point of contact for the department. Attend to all guests and in-coming calls and to transfer the calls to the respective person in a professional and efficient manner
• Maintain departmental records, files, and documentation in an organized and accessible manner.
• Coordinate departmental meetings, training sessions, and internal events.
• Assist with departmental budgeting, procurement processes, and expense tracking. This includes keeping track on inventory which includes gifts, pantry supplies, stationeries, beverages and toiletries supply
• Support HR-related activities such as onboarding, attendance tracking, and maintaining staff directories.
• Track project milestones, deadlines, and deliverables.
• Coordinating the maintenance of office equipment and overall office amenities i.e plants, pest, office sundries. Liaison person for general office repairs with building management.
• Perform general office duties and support additional administrative tasks and undertake any other duties within the role as required.

Job Requirements:

• Diploma or Degree in Business Administration, Management, Secretarial Studies, or a related field.
• Minimum of 5 years of relevant administrative or executive support experience.
• Proven experience in managing office operations and supporting senior executives.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• High level of professionalism, accuracy, and confidentiality.
• Excellent written and verbal communication skills, with strong interpersonal abilities.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Demonstrated ability to work independently with minimal supervision in a fast-paced environment.

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