ADMINISTRATIVE

Executive Assistant

Hegen is a fast-growing company specialising in mother and baby products, with a mission to enhance the breastfeeding journey for both the mother and baby. A fantastic opportunity has arisen for an experienced Executive Assistant (EA) to join us at our brand-new office based in Alexandra. You will be responsible for providing full administrative and secretarial support to the CEO and COO while supporting the Office Admin Team in the day-to-day office management.

Job Description:

Provide a full spectrum of administrative and secretarial support to the CEO and COO. On a daily basis you will be involved in the following:


  • Serve as the first point of contact for the CEO & COO in managing incoming correspondences, mails, documents, and meetings invitation & scheduling
  • Prepare meeting agenda, presentations, and record minutes of meeting
  • Liaise with contractor(s), vendor(s) and building officer(s) on repair and maintenance work
  • Exercising your professional judgement when organising and prioritizing their workload
  • Follow-up with the management and stakeholders on important tasks and deadlines
  • Attend to personal errands as and when required by your reporting officers (E.g: Collecting parcels, delivery of item(s), ordering of meals and collection)
  • Perform overseas travel & accommodation bookings, VISA application, web services and other administrative errands

Secondary function to spearhead & support the Office Admin team in:


  • Daily office management, company-wide initiatives, organisational framework and processes
  • Support the Office Manager for the maintenance of office services, equipment and replenishment of supplies
  • Enhance the office atmosphere and organisational experience for internal & external stakeholders

Requirements:

  • 3 to 5 years of working experience in an Executive Assistant or Secretarial role with experience in Office Management
  • Amicable and pleasant demeanour to work effectively with different stakeholders and possess a proactive and hospitable spirit & mindset
  • Strong verbal and written communication skills
  • Strong proficiency in Microsoft Office Suite
  • Meticulous with strong attention to detail
  • Strong time management skills and able to work independently while multitasking effectively
  • Adaptable and resourceful to provide immediate support and troubleshooting of situations
  • Always maintain discretion and demonstrate high levels of confidentiality and professionalism

Please provide a short write-up on why you would like to join our team in your CV. You may also send us an email with the write-up and CV at hr@hegen.com. Only shortlisted applicants will be notified.