Executive Assistant

At Sonova, our vision is straightforward. We foster a world in which there is a solution to every hearing loss, and all people equally enjoy the delight of hearing. Our market-leading innovation puts us at the forefront of audiological performance through clear rich sound experience. We continue to optimize efforts to match the growing needs of Singapore market. 

We are seeking a proactive, highly organized Executive Assistant to support a group of APAC leaders based in Singapore. The ideal candidate coordinates the needs and demands of the President APAC as well as the APAC leadership team and acts as a strategic partner—anticipating needs, managing complex calendars across time zones, coordinating cross-functional initiatives, and ensuring smooth operations across diverse markets. This role requires utmost discretion, cultural sensitivity, excellent communication, and the ability to navigate competing priorities in a fast-growing environment.

Responsibilities

Calendar and Inbox Management
•    Manage complex, multi-time-zone calendars for multiple APAC executives based in Singapore.
•    Prioritize meeting requests, resolve scheduling conflicts, and optimize time for strategic priorities.
•    Screen, draft, and respond to emails where appropriate, flag critical items for executive review.

Meetings and Meeting Materials
•    Prepare briefing books, agendas, and pre-read materials for internal and external meetings.
•    Attend meetings when appropriate; capture accurate minutes, action items, owners, and due dates; drive follow-up.

Travel Planning and Expenses for Leadership Team
•    Arrange domestic and international travel including air, rail, accommodation, visas, and itineraries for the leadership team.
•    Prepare, review, and submit expense reports; ensure compliance with travel policy and budgetary constraints.
•    Proactively mitigate travel risks (weather, visa changes, health advisories) and provide contingency options.
•    Manage Vendor and travel booking platform-Egencia Travel Management system; leverage to maintain and update users.

Communication and Stakeholder Management
•    Acting as the point of contact between the executives and internal or external colleagues.
•    Serve as a credible liaison between executives and regional teams, partners, and customers.
•    Draft professional communications, presentations, and executive summaries.
•    Coordinate with regional leaders and cross-functional teams to synchronize initiatives.

Invoice and Account Management
•    Check invoices for purchases orders and delivery notes and assign invoices to Finance with approval.
•    Resolve discrepancies with vendors or internal teams.

Project and Operational Support
•    Track action items and project milestones; follow up with owners to ensure timely completion.
•    Provide light project coordination for regional initiatives, events, town halls, and offsites.
•    Maintain and organize digital filing systems, meeting notes, and knowledge bases (e.g., SharePoint).

Event Planning and Coordination
•    Plan and execute APAC leadership meetings, offsites, and all-hands events and Global townhall.
•    Manage vendor relations, venues, logistics, catering, and on-site support.  

Reporting and Analytics
•    Prepare periodic status updates, dashboards, and executive-ready reports as needed.
•    Monitor calendar effectiveness, travel spending, and productivity metrics; propose improvements.

Governance, Compliance, and Confidentiality
•    Maintain strict confidentiality of sensitive information.
•    Ensure compliance with local regulations and company policy in all administrative activities.

What you need to have 

• Bachelor's degree or equivalent professional experience
• 8+ years of experience as an Executive Assistant/ Personal Assistant
• Communication: Excellent written and verbal communication; ability to draft concise, professional communications and executive summaries.
• Organization: Exceptional organizational skills with meticulous attention to detail; ability to juggle competing priorities and manage multiple executives simultaneously.
• Interpersonal: Professionalism, diplomacy, and cultural sensitivity; strong relationship-building skills with stakeholders at all levels.
• Problem-Solving: Proactive, resourceful, and capable of making sound judgments with limited information.
• Discretion: Demonstrated ability to handle confidential information with integrity. 

Please note: We are unable to provide work pass sponsorship for this position. Applicants must have existing and valid work authorization in  Singapore to be considered.