Executive Assistant to CEO

(CEO office, Executive Operations & Board Support)

At St Luke's Eldercare, every role contributes to creating a caring and supportive environment for seniors, families and colleagues.

As Executive Assistant to the CEO, you will play an important role in supporting the CEO and the wider leadership team through thoughtful coordination, strong organisation and dependable day-to-day support that helps the organisation run smoothly and purposefully.

This role sits within the CEO Office and provides high-level executive support across calendar and travel management, meeting coordination, document preparation, stakeholder liaison, and follow-through on key priorities. It also includes board and corporate secretariat support, while maintaining a strong focus on enabling effective internal leadership coordination and smooth administrative operations.

The ideal candidate is warm, proactive, discreet and service-oriented, with the ability to work confidently with senior leaders and manage sensitive matters with professionalism and care. This is a role for someone who takes pride in anticipating needs, bringing people together, and ensuring details are well managed so leaders can focus on serving the organisation and community well.

Key Responsibilities:

• Provide comprehensive administrative support to the CEO, including managing a complex calendar, scheduling meetings and appointments, coordinating travel, and ensuring the CEO's time is well planned and aligned with priorities.
• Prepare, consolidate and review presentations, reports, briefing notes, correspondence and other documents for the CEO's review, ensuring materials are accurate, clear, timely and handled with confidentiality.
• Coordinate with senior leaders and key stakeholders to prepare meeting agendas, gather discussion papers, and ensure meeting materials are compiled and submitted in a timely manner for the CEO's review.
• Support the planning and administration of leadership meetings, management meetings, board and committee meetings, including scheduling, logistics, preparation and circulation of pre-meeting papers, minutes-taking where required, and post-meeting follow-up.
• Track action items, key timelines and deliverables arising from meetings, and send timely reminders to relevant stakeholders to support follow-through and smooth coordination across the organisation.
• Act as a key liaison between the CEO's Office and internal or external stakeholders, helping to ensure communication is professional, responsive and respectful.
• Maintain proper filing, records and document control for CEO Office matters and board-related documentation, ensuring information is organised, up to date and easily retrievable.
• Support board and corporate secretariat processes, including meeting coordination, maintenance of board records, preparation and circulation of papers, and administrative follow-up on governance matters.
• Provide administrative and coordination support for CEO Office projects, leadership events, and other cross-functional initiatives as assigned.

Qualifications & Experience:

• Degree with relevant experience in executive support, ideally supporting a CEO, senior executive or leadership team in a fast-paced environment.
• Proven ability to manage complex scheduling, travel coordination, meeting administration and document preparation with strong attention to detail.
• Strong organisational and coordination skills, with the ability to manage multiple priorities, work across teams, and keep timelines on track.
• Excellent written and verbal communication skills, with the ability to prepare professional materials and communicate with warmth, tact and clarity.
• Strong interpersonal skills and confidence in working with senior leaders, board members and a range of internal and external stakeholders.
• Proactive, dependable and resourceful, with the maturity to anticipate needs and follow through independently.
• High level of discretion, professionalism and sound judgment in handling confidential and sensitive matters.
• Proficient in Microsoft 365 applications, especially Outlook, Word, PowerPoint and Excel; experience with board support or document management systems would be an advantage.
• Experience in healthcare, community care, social service, or board / corporate secretariat support would be an advantage.

About St Lukes Eldercare

St Lukes ElderCare (SLEC) is a Christian healthcare provider dedicated to enriching the lives of seniors in Singapore, regardless of race, language and religion.

Guided by our GRACE philosophy of care, we are committed to providing compassionate and holistic care that fosters autonomy and choice. To empower elders of varying needs, from the fit to the frail, we offer a comprehensive suite of services islandwide. These include community-based programmes that promote active ageing; centre-based offerings such as day care, rehabilitation and nursing; residential (nursing home) services for long-term care; and home-based services covering medical, nursing and therapy needs.

Leveraging our legacy of over 25 years, we are on an unstoppable mission to transform care challenges of Singapore's ageing population. Through innovation, collaboration and education, we seek to elevate the community care sector, where elders thrive in their golden years and age with dignity, independence and joy.

Incorporated in 1999, SLEC is a registered charity and an Institution of a Public Character. Since our founding with four centres, we have grown to more than 30 centres and two nursing homes, impacting over 22,000 elders islandwide.

We are seeking a passionate and compassionate professional to join us. If you're ready to embrace a challenge that blends purpose with professional and personal growth, we invite you to join our Super Loving Extra Caring family to Serve, Love and Empower Communities together!