Executive Assistant

Purpose of the role

The Executive Assistant is managing the MD’s time, correspondence and priorities so he can focus on clients, projects and growth. The role also runs day-to-day office and corporate administration, delivering MOPU and FSO solutions for offshore oil and gas field developments. The group operates across Singapore, Dubai, Hong Kong and Thailand, so the role requires discretion, organisation and comfort working across time zones.

Key responsibilities

Executive support to the MD

Manage the MD's calendar, meetings and priorities across multiple time zones

Screen and manage email, calls and correspondence; draft letters, emails and briefing notes

Plan and book business travel: flights, hotels, visas, ground transport and detailed itineraries

Prepare meeting packs, agendas and presentations; take minutes and follow up on action items

Track deadlines, commitments and follow-ups, and flag issues early

Handle confidential business and personal matters with discretion

Office and corporate administration

Run the Singapore office: supplies, IT and telecom support, vendors, building management and visitors

Maintain company records, contracts and document filing for both entities

Coordinate with corporate secretaries, auditors, lawyers and banks on filings, renewals and KYC requests

Maintain the company secretarial records for all group companies: registers of directors, shareholders and UBOs, board and shareholder resolutions, constitutions, share certificates and annual return records

Track company secretarial deadlines across jurisdictions (AGMs, annual returns, licence renewals, tax filings) and keep a group compliance calendar up to date

Track licences, insurances, statutory deadlines and subscriptions for group entities

Coordinate overseas entity administration (Dubai, Hong Kong, Thailand) with local service providers

Finance and HR administration support

Process supplier invoices, expense claims and payment requests for approval

Support the finance team with document collection, reconciliations and month-end inputs

Coordinate onboarding, employment passes, leave records and personnel files

Arrange insurance, medical and benefits administration for staff

Business and project support

Support tenders and proposals: formatting, document control, compliance checklists and submissions

Maintain contact lists for clients, partners, shipyards and vendors

Coordinate logistics for client visits, events, conferences and site trips

Take on ad-hoc projects assigned by the MD

Requirements

Qualifications and experience

Diploma or degree in Business Administration, Management or a related field

At least 5 years as an Executive Assistant or Personal Assistant to a senior executive

Experience in oil and gas, offshore, marine or shipping is a strong advantage

Exposure to Singapore corporate administration (ACRA filings, MOM employment passes) is preferred

Skills

Strong written and spoken English; clear, professional business correspondence

Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint); comfortable with Google Workspace and AI tools

Excellent diary, travel and document management

Basic bookkeeping and invoice processing

Additional Asian languages (e.g. Bahasa Malaysia, Mandarin, Thai) are an advantage

Personal attributes

Smart and quick to learn; grasps business context and priorities fast

Proactive: anticipates needs and acts without waiting to be asked

A strong problem solver who takes ownership and closes issues quickly

Pleasing, professional personality with clients, partners and senior stakeholders

Able to handle the MD's working pace and style: fast-moving, direct and results-focused

Calm under pressure; prioritises well when several urgent matters land at once

Absolute discretion with confidential business, legal and personal information

Highly organised and detail-focused

Flexible and willing to support urgent matters outside normal hours

What we offer

Competitive salary, commensurate with experience

Annual leave, medical and insurance benefits

Direct exposure to the leadership of a growing offshore energy group

A small, hands-on team with room to grow the role

Working Hours:

Monday to Friday, office hours; occasional out-of-hours support across time zones

Full-Time