Admin Assistant / Executive

Energy Market Authority (EMA); Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

The Energy Market Authority (EMA) is seeking a dynamic Admin Assistant to support administrative duties and assist the CEO at a new corporate entity focused on enhancing the natural gas procurement for Singapore's power sector. The role involves managing office administration, scheduling, and supporting various projects while ensuring confidentiality and professionalism.

Qualifications

• Strong verbal and written communication skills.
• Minimum of 2-3 years experience in admin and customer-facing role.

Responsibilities

• Responsible for mail management and courier services.
• Manage CEO’s calendar and expense reports.
• Arrange travel itineraries and accommodations.

Skills

Communication

Interpersonal Skills

Discretion

Professionalism

Adaptability

Office Software Proficiency

Education

Diploma in Business Administration or related field

Job description

Company Overview: The Energy Market Authority (“EMA”) will be centralising the procurement of natural gas to enhance the security, reliability, price competitiveness and stability of natural gas supply for the Singapore power sector, as part of Singapore’s energy transition. A new corporate entity will be set up to be responsible for the centralised procurement of natural gas. We are looking for a dynamic and experienced Admin Assistant for the corporate entity.

Position Overview: The Admin Assistant will support the administrative duties and take on personal assistant (PA) scope to Gasco CEO, reporting to the Admin Manager. This role involves coordination of the new office set up and renovation, management of office supplies, support in coordination of office events and other administrative matters as assigned.

Job Responsibilities:

Administration Support:

• Responsible for mail management and courier services and verify monthly billing and payment requirements
• Procure of stationery and printing materials, coordinate office equipment and maintenance
• Liaising with building management office for season parking allocation, and building access matters
• Be the contact point to organise and coordinate internal and external meeting arrangements
• Prepare agendas, record of meeting minutes, and follow-up with interdepartmental on weekly action tasks

Secretarial Support:

• Manage CEO’s calendar on meetings scheduling, coordinate appointments and event arrangements
• Administer and manage CEO’s expense and travel claims reports
• Involve and support at office events, reception duties, and logistics arrangements
• Maintain a neat and organized e-filing system for documents and records

Travel and logistics:

• Arrange travel itineraries, accommodations, and transportation for the C- suite executives
• Liaise and coordinate with awarded vendors on requirement relating to ticketing, transport and accommodation

Project Coordination:

• Assist and support in coordination of special projects when assigned
• Conduct research where required to provide insights on decision making solutions.

Confidentiality and Discretion:

• Handle sensitive information with utmost confidence
• Act as a trusted liaison between the CEO and stakeholders.

Job Requirements:

• Diploma in business administration or related preferred
• Strong verbal and written communication skills
• Good interpersonal skills and pleasant disposition
• High level of discretion and professionalism
• Ability to work under pressure and adapt to changing priorities
• Proficiency in office software and scheduling tools
• Minimum of 2-3 years of experience in admin and relevant customer fronting role