Company Overview
TTI Electronics Asia Pte Ltd, a Berkshire Hathaway subsidiary, is a leading authorized distributor of passive, connector, electromechanical, and discrete components. With global reach and local support in Asia, TTI delivers extensive product lines and supply chain solutions to industrial and automotive manufacturers.
Job Summary
The Executive Assistant provides comprehensive administrative and organizational support to senior management, ensuring smooth day-to-day operations. This role requires excellent organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a key point of coordination for travel arrangements, business meetings, office visitors, and administrative activities.
Responsibilities
- Deliver comprehensive administrative support to senior management to ensure efficient daily operations
- Manage executives calendars, appointments, and meeting schedules to optimize time and priorities
- Coordinate internal and external meetings, including booking meeting rooms and managing logistics
- Prepare meeting agendas, presentation materials, and documentation to facilitate effective discussions
- Handle correspondence, emails, and telephone enquiries professionally to maintain clear communication
- Maintain organized filing systems for documents and records to ensure easy retrieval and compliance
- Manage confidential documentation and information with discretion and professionalism
- Arrange domestic and international business travel, including flight bookings, hotel accommodations, ground transportation, visa applications, and travel itineraries
- Coordinate travel schedules to ensure seamless business trips and timely arrival at engagements
- Track travel expenses and submit travel claims promptly in compliance with company policies
- Liaise with travel agencies and vendors to secure optimal travel arrangements and cost efficiencies
- Manage complex calendars and prioritize appointments, including coordination across multiple time zones
- Schedule customer visits, supplier meetings, and internal discussions to support business objectives
- Arrange conference calls and virtual meetings to facilitate remote collaboration
- Coordinate supplier and customer visits, including meeting room preparation and visitor scheduling
- Ensure refreshments and catering are arranged for meetings and visitors to enhance hospitality
- Manage office access and visitor registration processes to maintain security and smooth operations
- Organize business lunches, dinners, and corporate events, including restaurant reservations and catering coordination
- Prepare and process travel and entertainment expense claims, verifying supporting documents for reimbursement
- Monitor claim submissions to ensure compliance with company policies and timely payments
- Assist with invoice processing and payment coordination as needed to support financial operations
- Support general office administrative activities, including coordinating office supplies and pantry inventory
- Arrange courier services and document deliveries to maintain efficient office workflows
- Respond to employee administrative requests and assist with company events and employee engagement activities
- Coordinate facility-related administrative matters with vendors to maintain office environment
- Liaise with internal departments and external vendors, suppliers, hotels, restaurants, and service providers to coordinate meetings and projects
- Build and maintain positive relationships with business partners and visitors to support company reputation
Required competencies and certifications
- Diploma or Bachelor's Degree in Business Administration, Management, or related discipline
- Minimum 3 years of experience as an Executive Assistant, Personal Assistant, or Administrative Executive
- Strong organizational and time management skills demonstrated by managing complex schedules and priorities
- Excellent interpersonal and communication skills to engage effectively with stakeholders
- Ability to multitask and prioritize effectively in a fast-paced environment
- High level of professionalism and confidentiality in handling sensitive information
- Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook)
- Fluent in English to communicate clearly in a business context
Preferred competencies and qualifications
- Experience supporting senior executives
- Experience with travel booking systems and expense claim processing
