Executive Assistant

Vista Musical Instruments is an innovative, global collective of music-related brands dedicated to building meaningful products and experiences for the music community. Brands include MONO, Harmony, Heritage Guitars, Teisco, Swee Lee, Dawsons, and Manny’s. Vista Musical Instruments is headquartered in Singapore, with operations in the USA, UK, and APAC, and is a part of Caldecott Music Group.

Established in 1946 and headquartered in Singapore, Swee Lee is South East Asia's leading omni-channel musical instrument and lifestyle retailer and distributor. Committed to community and creativity, the brand's mission is to be the region's trusted house of music and expression. Swee Lee is known for curating immersive experiences at their cafes and Local store concepts, and matching customers with the products and services they need throughout their musical journey. With a legacy rooted in thoughtfulness, resourcefulness, and enthusiasm, Swee Lee embodies a passion for music that resonates across the region. Swee Lee is a part of Vista Musical Instruments and has locations in 5+ countries across South East Asia.

Job Overview:

We are seeking a dedicated and detail-oriented Executive Assistant to support the Office of the CEO. Reporting to the Chief of Staff, this role involves a variety of administrative and project management tasks, including managing daily calendars, organizing documents, assisting with external relations coordination, and contributing to special projects as needed. If you enjoy working behind the scenes to ensure smooth operations, are highly organized, and thrive in an extremely fast-paced environment, this could be the perfect position for a go-getter like you.

Responsibilities:

• Maintain and manage daily calendars for the Office of the CEO including scheduling meetings, calls, and events.
• Organize, collect, record-keep and oversee knowledge management systems for the Office of the CEO.
• Help coordinate relationship-building activities and assist in enhancing touchpoints with partners, community, artists, government, investors, and other audiences and stakeholders through communications, CRM management, digital strategies and external relations.
• Support the Chief of Staff with special projects, including general administrative tasks for industry and artist relations initiatives, strategic projects and more.
• Manage hospitality, visitor experience, and executive-facing environments, including greeting guests, preparing meeting spaces, coordinating hospitality requirements, and ensuring a welcoming and professional experience for all visitors.
• Coordinate gifts, deliveries, couriers, sourcing requests, errands, and other operational activities on behalf of the Office of the CEO.
• Maintain a consistent on-site presence in the Singapore office, enabling timely execution of operational, hospitality, and relationship-building activities on behalf of the Office of the CEO.
• Execute tactically on strategies for communications and engagement with business contacts and artists within the Caldecott Music Group portfolio.
• Maintain a very high level of discretion and confidentiality at all times.

Requirements:

• Prior experience in an assistant or admin role, ideally in entertainment or a related industry is preferred.
  
• Exceptional organizational skills with a strong attention to detail.
• Comfortable working with business software (Microsoft Office, Adobe) and cloud-based platforms (G-Suite, Dropbox, Zoom).
• Excellent verbal and written communication skills.
• Ability to work independently and manage multiple tasks with tight deadlines.
• Professional and calm demeanor paired with extreme resourcefulness.
• Office-based in Singapore, with a required 5-day in-office presence.
• Passionate about being an assistant and having a career in administration.

Benefits:

• Competitive remuneration.
• Healthcare, Dental & Insurance Programme.
• Various Leave Benefits e.g., birthday, volunteer, family care, childcare.
• Long Service Awards.
• Employee Referral Programme.
• Attractive Staff Discount at our academy, purchase of musical instruments and lifestyle products.