Executive Assistant & team manager

Make A Real Difference At PropertyGuru.

Real Aspirations. Real People. Real impact.

Are you a motivated, talented, and independent self-starter who's looking to make a Real difference? Keen to be part of a creative and energetic team delivering game-changing data and software solutions and services in Southeast Asia's dynamic property sector?

We at PropertyGuru Data and Software Solutions (DSS) are looking for an Executive Assistant & Team Manager to join our growing team of passionate Gurus who are determined to drive digital transformation for our enterprise partners across the property ecosystem in the region. We are committed to empower our partners in the property industry to make smarter, quicker, and more informed decisions, and to turn homeownership dreams into a reality for everyone.

If you think you're our next Guru, we'd love to hear from you now!

For a full listing of our jobs, visit careers.propertygurugroup.com.

About the role:

We are seeking an energetic, efficient, and keen Executive Assistant/ Team Manager who will be responsible for fulfilling and supporting administrative operations within the Data & Software Services (DSS) team. The successful candidate will work closely with the Managing Director, DSS to keep the team running optimally, including executive support, team administration, knowledge management, and communications.

Executive Support (30%)

• Anticipate the needs of the MD before and during each week, including scheduling of internal and external meetings, logistics arrangements, communications and other tasks
• Manage the MD's schedule to ensure a productive and positive workflow to the day and week's activities
• Point of contact for internal and external queries and requests for the Business Unit
• Assist with travel planning, booking and management
• Filing of expenses and reporting/tracking the same
• Assist to take meeting minutes if required

Team Administration (30%)

• Overall go-to person for the team's administrative needs
• Point of contact for the team's Business Continuity Plan
• Support the team in external events such as conferences, roundtables, summits, partner engagements etc.
• Support internal processes with regards to vendor contracts
• Team welfare
o Organise and co-ordinate team building activities and strategic meetings/ off-sites
o Birthdays, work anniversaries and other occasions
o Co-ordinate and make arrangements for team's participation in organisation wide activities e.g. townhalls, full team meetings etc
• Any other Ad-hoc tasks assigned

Knowledge Management and Communications (40%)

• Knowledge Management
o Be the BU's workspace guardian and ensure knowledge documentation is well structured, managed and easily accessible to the organization
o Good understanding and overall management of the BU's documentation and filing systems including Confluence space, emails, shared folders, and physical documents (if any)
o User access rights management and other administrator of these systems to ensure proper and continued use of the knowledge management tools/systems

• Communications
o Work with subject matter experts to manage and implement content strategies to ensure the right knowledge is getting to the right people at the right time
o Coordinate and manage timelines for deliverables (intra-BU and cross-BU) if required
o Organize brown bag and Community of Practice (CoP) sessions and events

Requirement

• >10 years in an Executive Assistant/PA role
• Good interpersonal and communications skills
• Attentive to detail, structured, proactive and enjoys organization
• Possesses initiative and desire to try new ways of working
• A good team-player who thrives in fast-paced and diverse environments
• Resourceful and able to work independently
• Proficient with Microsoft Office including MS Excel, PowerPoint, Word, Teams, and OneNote
• Prior experience or passion in Tech preferable
• Interested in using different medium and technologies for communications
• Trustworthy, reliable, and discrete with high integrity
• Strong and confident - able to respond and manage senior executives appropriately