Admin Executive

BUSINESS EDGE PERSONNEL SERVICES PTE LTD; Singapore; On-site; SGD 27,000 - 38,000; Full time

Job summary

Business Edge Personnel Services Pte Ltd in Singapore is seeking a detail‑oriented Administrative Assistant to manage databases and Excel trackers across PHS workstreams. You will collate, verify and disseminate information to stakeholders, process invoices, and provide on‑site support for visits and ASEAN meetings.

The role requires a Diploma or equivalent, strong Excel skills (XLOOKUP, PivotTables), and the ability to handle confidential information.

Qualifications

• Minimum A-Level/Diploma holder.
• Proficiency in Microsoft Excel, including advanced formulas, lookup functions (e.g. XLOOKUP), PivotTables, data validation and managing datasets.
• Experience with Excel macros, VBA, Power Query or other data automation tools would be advantageous.
• Familiarity with AI tools (e.g. ChatGPT, Microsoft Copilot) to improve administrative workflows, data processing and productivity would be advantageous.
• Meticulous, organised and systematic, with strong attention to detail and accuracy.
• Able to independently manage databases, reconcile information from multiple sources and identify discrepancies.
• Good written communication and interpersonal skills, with the ability to coordinate with multiple stakeholders.
• Able to handle confidential and sensitive information with discretion.
• Prior experience in administrative support, database management or invoice processing would be advantageous.
• Flexible and willing to assist with ad hoc administrative and logistical tasks.
• Willing and able to work beyond regular office hours, including occasional weekends and public holidays, when required to support major ASEAN meetings and events.
• Able to accommodate periods of increased workload, particularly during major ASEAN meetings in January, May, July and November 2027.

Responsibilities

• Manage and maintain databases and Excel trackers across PHS workstreams, including transport, accommodation and other logistical arrangements.
• Collate, verify, consolidate and disseminate information to relevant stakeholders, ensuring accuracy and timely updates.
• Process and track payments, invoices and related financial documentation.
• Liaise with internal and external stakeholders to obtain information, clarify discrepancies and follow up on outstanding matters.
• Provide general administrative and logistical support, including for visits, events, errands and other ad hoc duties as required.
• Provide administrative and logistical support during major ASEAN meetings and events, including on-site deployment where required.
• Undertake any other duties and responsibilities as delegated by reporting officer.

Skills

Excel proficiency

VBA & Macros

Power Query

AI tools familiarity

Attention to detail

Written communication

Stakeholder coordination

Discretion

Education

Diploma or equivalent

Tools

Excel PivotTables

XLOOKUP

Job description

Scope of Work

• Manage and maintain databases and Excel trackers across PHS workstreams, including transport, accommodation and other logistical arrangements.
• Collate, verify, consolidate and disseminate information to relevant stakeholders, ensuring accuracy and timely updates.
• Process and track payments, invoices and related financial documentation.
• Liaise with internal and external stakeholders to obtain information, clarify discrepancies and follow up on outstanding matters.
• Provide general administrative and logistical support, including for visits, events, errands and other ad hoc duties as required.
• Provide administrative and logistical support during major ASEAN meetings and events, including on-site deployment where required.
• Undertake any other duties and responsibilities as delegated by reporting officer.

Requirements

• Minimum A-Level/Diploma Holder
• Proficiency in Microsoft Excel, including advanced formulas, lookup functions (e.g. XLOOKUP), PivotTables, data validation and managing datasets.
• Experience with Excel macros, VBA, Power Query or other data automation tools would be advantageous.
• Familiarity with AI tools (e.g. ChatGPT, Microsoft Copilot) to improve administrative workflows, data processing and productivity would be advantageous.
• Meticulous, organised and systematic, with strong attention to detail and accuracy.
• Able to independently manage databases, reconcile information from multiple sources and identify discrepancies.
• Good written communication and interpersonal skills, with the ability to coordinate with multiple stakeholders.
• Able to handle confidential and sensitive information with discretion.
• Prior experience in administrative support, database management or invoice processing would be advantageous.
• Flexible and willing to assist with ad hoc administrative and logistical tasks.
• Willing and able to work beyond regular office hours, including occasional weekends and public holidays, when required to support major ASEAN meetings and events.
• Able to accommodate periods of increased workload, particularly during major ASEAN meetings in January, May, July and November 2027.

Working Hours

• 0830-1800hrs (Monday to Thursday), 0830-1730hrs (Friday), with 1 hour lunch break

Employment Duration

• Able to commit until December 2027 (1-year contract).

Work Location

HQ (Sherwood Road), with possible deployment to event venues and other locations as required.

EA License No.: 96C4864

Reg No.: R25128798 HUANG QIMENG