Admin Executive & Secretary

Pigeon Singapore Pte Ltd; Singapore; On-site; SGD 33,000 - 60,000; Full time

Job summary

Pigeon Singapore Pte Ltd is seeking an experienced Administrative/Secretarial professional to support senior management and ensure smooth office operations. The role involves handling travel arrangements, vendor liaison, and event coordination.

You will manage calendars, prepare presentation materials, and assist with ESG initiatives and internal governance procedures. The candidate should be proactive, highly organized, and capable of handling confidential information with discretion.

Qualifications

• Diploma or higher in Business Administration or related field.
• 3 years of administrative or secretarial experience.
• Strong organizational and coordination skills.
• Excellent communication skills with all levels; Japanese language advantage.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple priorities with minimal supervision.

Responsibilities

• Answering mainline telephone calls and front door.
• Arrange all international and local courier services for the company
• Arrange flight bookings, travel insurance and visas, hotel booking and wifi rental for staff business trips
• Coordinate company mobile phone assignment, usage monitoring, and inventory control.
• Support internal office operations, facilities coordination, and handling of company correspondence and letters.
• Verifying admin related invoices and company credit card receipts
• Managing and ordering office supplies and equipment
• Liaising with building management and office vendors
• Manage overseas guests Hotel bookings, refreshments, restaurant reservations
• Arrange coffee learning sessions, charity/volunteer activities, and other employee events and initiatives.
• Publish the divisional newsletter "SGBU Journal" and contribute articles to the company-wide newsletter "Loop."
• Coordinate ESG/sustainability reporting and initiatives within the division, including data collection from company representatives, managing SGBU committee meetings, and organizing plastic bottle recycling with local pre-schools.
• Support the CEO by preparing presentation materials for the Sustainability Committee
• Support the smooth implementation and company-wide compliance of internal policies, regulatory requirements, all audits, and governance procedures.
• Supporting CEO and MD with business travel and expense claims.
• Personal Assistance to Managing Director and CEO, updating the calendar and Schedule reminders
• Handle documentation and coordination of tenancy agreements and housing matters for senior management
• Support senior management with ad-hoc administrative tasks

Skills

Strong organizational skills

Excellent communication skills

Japanese language ability

Multitasking

Education

Diploma or higher in Business Administration or related field

Tools

Microsoft Office

Job description

Job Description

• Answering mainline telephone calls and front door




• Arrange all international and local courier services for the company




• Arrange flight bookings, travel insurance and visas, hotel booking and wifi rental for staff business trips




• Coordinate company mobile phone assignment, usage monitoring, and inventory control.




• Support internal office operations, facilities coordination, and handling of company correspondence and letters.




• Verifying admin related invoices and company credit card receipts




• Managing and ordering office supplies and equipment




• Liaising with building management and office vendors




• Manage overseas guests Hotel bookings, Refreshments, restaurant reservations




• Arrange coffee learning sessions, charity/volunteer activities, and other employee events and initiatives.




• Publish the divisional newsletter \"SGBU Journal\" and contribute articles to the company-wide newsletter \"Loop.\"




• Coordinate ESG/sustainability reporting and initiatives within the division, including data collection from company representatives, managing SGBU committee meetings, and organizing plastic bottle recycling with local pre-schools.




• Support the CEO by preparing presentation materials for the Sustainability Committee




• Support the smooth implementation and company-wide compliance of internal policies, regulatory requirements, all audits, and governance procedures.




• Supporting CEO and MD with business travel and expense claims.




• Personal Assistance to Managing Director and CEO, updating the calendar and Schedule reminders




• Handle documentation and coordination of tenancy agreements and housing matters for senior management




• Support senior management with ad-hoc administrative tasks

Requirements

• Diploma or higher in Business Administration or related field




• 3 years of experience in administrative or secretarial support role




• Strong organizational and coordination skills




• Excellent communication skills to interact with people from all levels. Candidates proficient in Japanese language will be advantageousto effectively communicate with Japanese-speaking clients.




• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)




• Ability to manage multiple priorities and work under minimal supervision




• High level of integrity in handling confidential information




• Detail-oriented with strong follow-up skills