Executive Assistant – APAC Legal

About the role

The Executive Assistant provides proactive support to the Chief Counsel, APAC and the broader Legal team, enabling them to work effectively in a fast-paced, multi-time-zone environment. The role is office-based in the Singapore office and is front-facing, requiring flexibility, confidentiality, initiative, discretion and strong internal and external relationship management.

Key responsibilities

• Manage the Chief Counsel's diary, priorities and executive office administration
• Organize internal and external meetings across time zones, including logistics, rooms or virtual sessions, agendas, minutes, catering and first-line video conferencing support
• Resolve issues, escalate appropriately and liaise with senior internal and external stakeholders, EAs and Legal Operations colleagues across APAC and globally
• Handle travel arrangements, visitor itineraries, accommodation, transport, restaurants, meetings, entertainment, visas, couriers and related logistics
• Prepare and coordinate expense claims, purchase orders, invoices, external law firm payments and budget information, including T&E
• Organize team, local, regional or all-hands events, including budgets, vendors, financial reporting and partnerships with EA communities or working groups
• Maintain contracts and agreements, coordinate document signing and use online contract management tools if requested
• Assist in building templates, presentations, files, training materials and intranet content, and support Legal Operations initiatives, including the use and improvement of relevant AI systems and tools

Required profile

• Extensive senior-level executive support experience, including working with senior stakeholders and maintaining confidentiality and discretion
• Experience in a matrixed global organization, ideally in Legal and/or Business Affairs; law firm experience highly regarded
• Experience organizing travel, workshops, meetings, agendas, papers, minutes and executive meals
• Experience managing first-line budgets
• Experience supporting a team or group of colleagues

Required skills

• Advanced Microsoft Office, PowerPoint and Excel
• SAP and Concur knowledge advantageous
• Digital savviness and experience using AI tools
• Strong time management, planning, administration, organization and project scheduling
• Excellent written and verbal communication, including correspondence preparation