Admin Specialist

Stagwell; Zoetermeer; Hybrid; EUR 42,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Impact Leave time off

Employee recognition programs

Personal development plans

Job summary

Assembly is seeking an Administrative Specialist to ensure smooth day-to-day operations for the Singapore office. You will be the main contact for staff, support HR administration, and help sustain a vibrant company culture.

The role combines general administration, facility management and secretarial support in a fast-paced environment. Hybrid work, growth-focused benefits, and a collaborative team culture are offered.

Qualifications

• Minimum 5 year experience as an Office Manager or Administrative Assistant
• Experience working in a busy, fast paced environment
• Strong organisational skills and ability to multitask and prioritise work
• Excellent written and verbal communication skills
• Ability to work autonomously and proactively in a team

Responsibilities

• General Administration and Employee Experience (50%): onboard/offboard with IT devices, access cards, HR administration, staff events, regional coordination, staff gifts, HR back office, interview facilitation.
• Facility/office management (30%): manage vendors, office queries, clock in/out, IT inventory alongside IT department, ensure tidy professional office, support day-to-day operations.
• Secretarial Support (20%): assist in client meetings, support MD and senior stakeholders with travel and expenses.

Skills

Office management

Administration

Event coordination

HR administration

Vendor management

Tools

Microsoft Office

Job description

Overview

We are Assembly – and we’re not like the rest. We’re the modern alternative agency, bringing together industry-leading data, talent, and tech to Find the Change That Fuels Growth for the best brands on the planet, including Lenovo , Lane Crawford, Marina Bay Sands, and more. Our diverse, global community of over 1,600 passionate experts combines global thinking with unmatched local expertise in more than 20 markets worldwide – enabling brands to engage and move consumers anywhere. We use STAGE, Assembly’s proprietary, privacy-centric data solutions platform, to surface powerful insights that transform into actionable brand opportunities. We’re at the cutting edge of new media, technology, and platforms embedded in the lives of today’s consumers, and we’re tapped into how culture and communities’ needs change. We do this while staying steadfast in our commitment to Leave the World Better Than We Found It through measurable social and environmental impact work.

Who We’re Looking For

The Administrative Specialist plays a very important role in ensuring smooth day-to-day running of the Assembly Singapore office as they will be the main point of contact for the staff. Ideally looking for someone with exposure to a similar role. We’ll expect you to be enthusiastic and passionate about providing a best in class experience to our employees and clients while sharing the fun and joy with us!

WHAT YOU’LL BE DOING ON ANY GIVEN DAY

General Administration, Employee Experience ( 5 0%)

• Support and own onboarding and offboarding process with IT devices, building access cards, etc. to ensure the best experiences
• Assist the People team in HR administration; documentation, benefit research, creating employee letters, and other HR operational tasks when required
• Organise and facilitate staff activities to help build a strong company culture
• Work with regional teams to organise and coordinate regional activities and retreats; including but not limited to hotel booking, flights, rundown of events, training, etc.
• Organise office socials, monthly meetups, workshops and initiate staff gatherings
• Assist Market Lead and People Generalist to order staff gifts for anniversaries, birthdays and other celebrations
• Run the HR back office – organise individual files, benefits administration and documentation
• Assist the Talent Acquisition team in facilitating interviews

Facility/ office management ( 3 0%)

• Ensure systems, processes and procedures are in place for smooth and efficient Facilities and Office Management service
• Manage and liaise with office related vendors
• Assist and be the main contact point for team members and visitors in various administrative tasks including but not limited to hotel booking, car transfers, queries about local facilities, corporate lunches/dinners, visitor door access, office facilities
• Be the go to person for team members on all round queries
• Owning the clock in/out tool and make sure employees’ work times are recorded
• Manage all office related vendors i.e. stationeries orderings, cleaners, couriers, business card vendor etc. to ensure smooth operation of the office
• Oversee and manage office facilities and related vendor(s) ensure that the office area is clean and tidy and projects a professional image
• Environment – proactively provide suggestions on improving environment, including day to day life needs; working comfortable level, etc.
• Monitoring IT inventory and work with IT Department to ensure sufficient devices and replacements are available for all new and existing staff
• Other administrative tasks when required

Secretarial Support (20%)

• Assist in client meetings or client visit in office , ensure meeting rooms or space are reserved
• Provide the right level of secretarial support to our MD and other senior stakeholders in the SG office, including but not limited to expense claims , travel arrangement, and other ad-hoc work related secretarial support

Required Skills

DOES THIS SOUND LIKE YOU?

• Minimum 5 year experience as an Office Manager or Administrative Assistant
• Experience working in a busy, fast paced environment
• Having strong organisational skills and ability to multitask and prioritise work
• First class written and verbal communication skills are essential
• The ability to solve problems using own-initiative
• The ability to work autonomously
• Positive and cooperative attitude
• Proficient using Microsoft Office software packages

Benefits

WHY ASSEMBLY?

• We’re part of Stagwell (NASDAQ: STGW), the challenger network built to transform marketing. We’re nimble, smart, and digital-first, and we’re quickly growing to take on the biggest legacy hold cos.
• We care about your growth — we offer competitive salaries, annual compensation reviews, and keep detailed personal development plans to ensure you’re hitting your personal and company goals.
• We recognize and celebrate your success...all the time! Whether it’s through company meetups, employee recognition programs, or just a regular day, we make sure our people’s achievements are known and appreciated!
• We’re truly a people-first organization. That’s why we operate in hybrid model with flexibility, Work from Anywhere Scheme, allows you to be in control of your work-life balance.
• We believe in making impactful change in society, we encourage you to take Impact Leave time off from work to engage in volunteer activities with a charity that you support.

Sound s like the right role for you? Click to apply now!