Executive Support Coordinator

Our client is a well-established professional services firm with a strong presence in Singapore. As the business continues to support a busy and fast-moving leadership team, they are hiring an Executive Support Coordinator to provide high-quality support across executive scheduling, meetings, travel, stakeholder coordination, and broader internal follow-through.

This is a broad, hands-on role suited to someone who is comfortable working closely with senior leadership while remaining involved in day-to-day coordination, reporting, and administrative execution. The role also carries a strong follow-up element across multiple business functions and would suit someone who is organised, discreet, and able to operate effectively in a structured and professional environment.

Responsibilities for the Executive Support Coordinator:

• Provide direct and high-quality support to senior leadership across day-to-day executive and administrative matters
• Manage complex calendars, meetings, appointments, and scheduling to ensure priorities are handled effectively
• Coordinate internal and external meetings end-to-end, including logistics, agendas, materials preparation, technology setup, and minute-taking
• Organise travel arrangements including flights, accommodation, itineraries, and contingency planning
• Prepare reports, presentations, briefing materials, and research support as required
• Handle correspondence and documentation with a high degree of accuracy, professionalism, and confidentiality
• Maintain organised filing systems, both physical and electronic, to ensure ease of access and proper record-keeping
• Track projects, deadlines, and follow-up items to ensure timely execution and visibility across stakeholders
• Support team events, business meetings, and other internal coordination matters as required
• Provide ad hoc support on special projects and other matters delegated by senior leadership
• Monitor follow-through across different internal teams and assist in keeping key workstreams on track
• Liaise with internal and external stakeholders professionally to ensure smooth communication and coordination
• Send tactful reminders and help maintain momentum on outstanding action items where needed

Requirements for the Executive Support Coordinator:

• Minimum 5 years of relevant experience in a Personal Assistant, Executive Assistant, or similar support role for senior management or C-suite stakeholders
• Strong written and verbal communication skills in Japanese and English
• Prior experience supporting senior stakeholders within a corporate or professional services environment would be preferred
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams
• Comfortable using calendar and meeting tools, travel booking platforms, and related productivity systems
• Strong organisational skills with the ability to prioritise, multitask, and remain composed in a fast-paced environment
• High level of professionalism, integrity, and discretion when handling confidential matters
• Proactive, resourceful, and solutions-oriented, with a strong sense of ownership and accountability
• Able to work across multiple stakeholders and manage follow-up effectively
• Flexible and responsive when urgent matters arise outside standard office hours