Executive Assistant, CEO Office (SBFF)

SBF Foundation is the social impact arm of the Singapore Business Federation, focused on mobilising corporate purpose for social impact. We work with companies to develop platforms and programmes to show that they care for their workforce and the larger community. We partner businesses to develop and deepen their social impact contribution to society because a strong social compact forms the foundation of an inclusive and resilient Singapore.

The Executive Assistant provides high-level executive and stakeholder coordination support to the CEO, enabling effective management of the CEO’s priorities, engagements and relationships.

The role serves as a key coordination point with the Chairman, Board and Council members, SBF leadership, donors, corporate and government stakeholders and external partners. It requires strong organisation, discretion, initiative, sound judgement and the ability to anticipate needs and drive matters through to completion.

Key Responsibilities

1. CEO & Stakeholder Coordination

• Manage the CEO’s calendar, meetings, engagements and professional correspondence.
• Coordinate meetings with senior stakeholders, donors, corporate partners, government officials and VIPs.
• Prepare agendas, briefing materials and supporting information.
• Coordinate meeting logistics, hospitality and guest arrangements.
• Track follow-up actions and ensure timely closure.
• Maintain accurate stakeholder and contact records.

2. Donor & Governance Support

• Maintain donor records in DMS Lite and coordinate tax-deductible receipts in accordance with Foundation procedures.
• Support donor acknowledgements, stewardship and follow-up.
• Coordinate Board, Council and committee meetings, including scheduling, papers, attendance and logistics.
• Support secure circulation, signing and follow-up of governance documents.
• Coordinate professional engagements for the Chairman’s Office.

3. VIP, Government & Events

• Coordinate end-to-end arrangements for Ministers, government officials, senior business leaders, donors and VIPs.
• Support Foundation and external events involving the CEO and Chairman, including guests, speakers, venues and logistics.
• Liaise with internal and external parties to ensure a professional stakeholder experience.

4. Recruitment, Media & Special Projects

• Coordinate CEO-led interviews, recruitment processes, media engagements and filming.
• Support briefing materials, scheduling, production access and related logistics.
• Coordinate cross-functional projects, research, claims, corporate gifts, stakeholder materials and other CEO Office priorities.

5. CEO Office Operations

• Support onboarding/offboarding and day-to-day administration of the CEO Office.
• Maintain accurate, secure and accessible electronic and physical records.
• Coordinate equipment, couriers, documents and other operational requirements.
• Follow up on cross-team actions and deadlines.

Requirements

• Minimum 5 years’ relevant experience in executive assistance, senior secretariat, corporate affairs or stakeholder coordination.
• Excellent organisational, communication and stakeholder management skills.
• Confident working with senior executives, Board members, donors, corporates, government stakeholders and VIPs.
• Proactive, resourceful, detail-oriented and able to manage competing priorities.
• High level of maturity, discretion and professional judgement.
• Proficient in Microsoft Office/Google Workspace and digital systems.
• Effectively bilingual, and comfortable with data and numbers.
• Experience in a corporate, public-sector or nonprofit environment is an advantage.