Executive Assistant

About the Role

We are looking for an Executive Assistant to oversee daily office functions, arrange events, manage documents and shipments, and provide interdepartmental support at our Singapore location. This role involves ensuring smooth office operations, aiding visitors and stakeholders effectively, and maintaining secure handling of sensitive materials. Ideal candidates are detail-oriented, discreet, and capable of juggling varied tasks in a dynamic global setting.

Key Responsibilities

• Supervise everyday office activities, including visitor reception and front desk duties
• Manage access control by distributing and overseeing building and office access cards for employees, contractors, and visitors
• Monitor rental and related facility payments, coordinating with landlords and suppliers
• Maintain inventory of office supplies and pantry items; manage relationships with vendors providing cleaning, maintenance, and food services
• Ensure office safety, presentation, and functionality continuously
• Organize company events, team retreats, and celebrations within Singapore, including venue and catering coordination
• Assist in logistical arrangements for internal and external events, supporting regional and global gatherings hosted locally
• Offer administrative and logistical aid to Marketing, Sales, and other teams as required
• Support miscellaneous projects and cross-department initiatives
• Administer both physical and electronic document filing, storage, and retrieval systems
• Maintain compliance with global document handling and record-keeping standards
• Safeguard and manage company seals and stamps, ensuring their authorized usage
• Handle sensitive, confidential, and fragile items following strict care guidelines
• Coordinate courier services, including pickups and deliveries, liaising with internal and external parties

Requirements

• Minimum two years' experience in office administration, front desk, or executive assistance roles
• Exceptional organizational skills and keen attention to detail
• Capacity to prioritize and manage multiple stakeholders in a fast-moving environment
• Maintains discretion and professionalism when managing confidential data and documents
• Proficient verbal and written English communication skills
• Experienced in using productivity software such as Google Workspace and Microsoft Office