Admin Executive & Secretary

RECRUITPEDIA PTE. LTD.; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

RECRUITPEDIA PTE. LTD. seeks an experienced administrative assistant to support senior management in a dynamic Singapore office. You will handle front-desk tasks, travel arrangements, and coordination of facilities, events, and correspondence for internal teams.

The role requires strong organization, discretion, and excellent communication with staff at all levels. Proficiency in Microsoft Office is essential, and Japanese language skills are a plus for engaging with Japanese clients.

Qualifications

• Diploma or higher in Business Administration or related field required.
• 3 years of administrative or secretarial support experience.
• Excellent communication and organizational skills; attention to detail.
• Microsoft Office proficiency (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Answer mainline telephone calls and front desk reception.
• Arrange international and local courier services for the company.

Skills

Organizational skills

Coordination

Communication skills

Multitasking

Japanese (advantage)

Education

Diploma or higher in Business Administration or related field

Tools

Microsoft Office

Job description

Our client is a global industry leader in baby care products with top market share in Singapore & ASEAN region.

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 advantageous to 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