Robert Bird Group is a leading international structural, geotechnical, civil and construction engineering consultancy. We are specialists in the built environment and complex infrastructure. We maintain a one firm ethos and family culture which has allowed the business to operate across all barriers, always focused to achieve best for project, and best for our people.
We are part of the SJ Group, this is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future.
Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries.
They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future.
Please visit our website: www.surbanajurong.com
About the role
Job Title: Executive Assistant
Contract: 12-month fixed-term contract (with potential for extension)
Overview
The Executive Assistant will provide high-level administrative and coordination support to two Directors. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
* Build and maintain strong relationships with key stakeholders.
* Manage professional and personal scheduling for the Directors, including agendas, correspondence, emails, phone calls, client management, and logistics.
* Coordinate complex scheduling and calendar management, ensuring smooth flow of information to senior executives.
* Plan and orchestrate work to ensure executive priorities are met.
* Prepare presentations, reports, and other documentation.
* Organize meetings, workshops, and events.
* Screen and prioritize emails for the Directors.
* Welcome and liaise with visitors at all levels of seniority.
* Take accurate meeting minutes and follow up on actions.
* Handle enquiries and requests promptly and professionally.
* Draft and prepare letters and official correspondence.
* Screen telephone calls, take messages, and ensure timely follow-up.
* Assist with travel arrangements and itineraries.
* Implement and maintain administrative systems and procedures.
* Manage document control, including printing, copying, and filing.
* Set up and manage purchase orders.
* Liaise with internal teams and external partners as required.
* Perform other duties and responsibilities appropriate to the position.
Skills and Qualifications
* Excellent verbal and written communication skills.
* High attention to detail and accuracy.
* Proficiency in preparing and compiling reports and presentations.
* Proven experience in roles requiring discretion and confidentiality.
* Ability to work effectively with diverse teams.
* Self-motivated with strong multitasking and prioritization skills.
* Ability to work under pressure and meet tight deadlines.
* Strong interpersonal skills with the ability to influence and motivate others.
* Demonstrated experience managing a significant workload effectively.
* Advanced proficiency in Microsoft Office Suite and SharePoint.
What we offer you:
RBG is a growing, fast-paced business which offers birthday leave, corporate health insurance rates, paid parental leave, recognition awards, an active and engaging social club, along with a supportive team environment where healthy lifestyle balance is encouraged.
Reasonable Adjustments
We are committed to ensuring an inclusive and accessible recruitment process for all candidates. If you require any reasonable adjustments or additional support—such as receiving the application form in an alternative format—please don’t hesitate to contact our recruitment team.
Your experience throughout the application process is important to us. We welcome feedback on how we can improve and are happy to provide any further information you may need to help you make an informed decision about joining us.
If there’s anything more we can do to support you, please let us know, we’re here to help.
Agency
Please note that any unsolicited resumes or CVs submitted through our website or directly to SJ Group employees’ personal email accounts will be considered the property of SJ Group. As such, we will not be liable for any agency fees associated with these submissions.
To be recognized as an authorized recruitment agency or search firm for SJ Group, a formal written agreement must be in place. Additionally, agencies must be invited by our Recruitment Team to submit candidates for specific roles.
We appreciate your cooperation and understanding.