Xchanging is a business process and technology services provider and integrator. Listed on the London Stock Exchange (LSE : XCH), we have over 8,500 employees in ten countries, providing services to customers in 48 countries.
We specialize in Insurance, Financial Services, Technology and Procurement, with processing skills and capabilities applicable to other vertical industry and market sectors.
We also provide IT outsourcing services which are applicable across industries. We have a ten-year track record of innovation and reliable delivery, and anticipating and responding to our customers' needs.
Our service quality is reflected in the industry awards and world-class certifications we receive.
We continue to expand the services we offer to customers globally by firmly establishing presence in the Asia Pacific, while continuing our growth in the UK and Continental Europe.
We achieved several BPO & IT outsourcing projects in Kuala Lumpur, Malaysia, China and Singapore with major customers in the private and public sectors.
We extend our capabilities and domain expertise towards delivering an integrated solution of technology and processing, offering the benefit of large scale standard services.
Role : Executive Assistant cum Admin
The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office;
Handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment;
Will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position.
Works closely with other team members to assure the Senior Management's preparation for meetings, presentations or other engagements.
Administrative and functional activities include but are not limited to :
Taking phone calls, maintaining personal and business files;
Corporate record keeping for multiple entities;
Supporting marketing and strategic planning activities;
Note taking & creating documentation
Filing, storage & retrieval of business and personal activities.
Prepares and sends business and private correspondence.
Coordinates operations including : reception, document preparation & control, internal communications, General office maintenance to improve costs and effectiveness.
Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws
Ability to anticipate the Senior Management's needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
Prepare agenda of meeting in advance; assist with and provide research / background information, content development, and creation of presentations and coordinate meetings.
Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Handle confidential information in a professional and discreet manner.
Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
Process and maintain expenses for Senior Management, Coordinates calendar, travel, meeting, and schedule arrangements, staff, business partners, and customers.
Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
Any other duties as assigned.
Skills / Experience / Qualifications required to perform the role
High Proficiency in MS Office Suite, managing files and records, designing forms, and other office procedures
Minimum GCE 'O'-Levels, having at least 2 years working experience as an personal assistant and admin
Knowledge of principles and processes for providing customer and personal services. Ability to effectively prioritize and execute tasks in a high-pressure environment
Discrete, reserved and able to handle business, personal, and family information with the highest level of confidence.
Professionalism in Appearance & Attitude
Able to adapt quickly, handle multiple tasks, and prioritize
Self-Directed with Sound Judgment
Exceptional interpersonal skills with internal and external staff
Very strong customer service orientation
Excellent documentation skills
Joining availability - preferrably immediate or 1-2 weeks time
Singaporeans / Singapore Permanent Residents
Personal competencies : The Values
Our corporate culture is built on six pillars;
Speed & Efficiency
We take these values seriously. We live by them. We bring them to life in our customer relationships