Admin & Executive Support

Singapore Corporate Services Pte. Ltd.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

OA Group of Companies (OA GoC) is seeking a responsible Admin & Executive Support to manage daily administrative operations, coordinate with management and internal teams, and ensure efficient office functions. The role involves handling confidential information with discretion and maintaining organized records.

You will support senior management, coordinate calendars and meetings, arrange travel, prepare documents, and track action items to sustain project momentum and clear communication

Qualifications

• At least 2–3 years of administrative experience in professional services or corporate environments.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Provide administrative support to senior management and internal teams.
• Coordinate calendars, meetings, reminders, and follow-ups to ensure timely completion of tasks.
• Organize meetings, room bookings, materials, and visitor arrangements for smooth events.
• Arrange travel, accommodations, transport, and itineraries for executives.
• Prepare documents, reports, presentations, meeting notes, and summaries for management.

Skills

MS Office

Organizational skills

Communication

Discretion

Job description

Company Overview

OA Group of Companies (“OA GoC”) includes Singapore Corporate Services and OA Assurance, delivering assurance, compliance, and advisory services. With over 50 professionals and 500+ clients, OA GoC fosters growth through tailored corporate solutions and a vibrant, supportive culture.

Job Summary

We are seeking a responsible and detail-oriented Admin & Executive Support to manage daily administrative operations and coordinate with management and internal teams, ensuring smooth office functions and effective communication.

Responsibilities

• Provide administrative support to senior management, directors, and internal teams to facilitate efficient operations


• Coordinate calendars, schedule meetings, send reminders, and manage follow-up actions to ensure timely completion of tasks


• Organize meeting logistics including room bookings, refreshments, preparation of materials, and visitor arrangements to support smooth events


• Arrange travel, accommodation, transport, visa support, and prepare detailed itineraries to streamline executive travel


• Prepare, compile, format, and organize documents, reports, presentations, meeting notes, and supporting materials for management and teams


• Track tasks, action items, deadlines, approvals, and follow-ups to maintain project momentum and accountability


• Handle confidential information and administrative documents with discretion and professionalism to protect sensitive data


• Liaise with internal teams to gather information, follow up on pending matters, and ensure timely submission of documents or updates


• Support coordination between management and departments to enhance communication and operational efficiency


• Assist in preparing internal announcements, notices, meeting agendas, minutes, and summaries to document and communicate key information


• Maintain trackers for follow-up items, approvals, deadlines, and administrative matters to ensure organized workflows


• Coordinate company-wide meetings, internal events, staff activities, business visits, and management visits to foster engagement


• Maintain filing systems, documentation, trackers, registers, and shared folders to ensure easy access and record integrity


• Support document preparation, filing, scanning, archiving, and retrieval to maintain comprehensive records


• Organize important records, correspondence, and supporting documents for accessibility and compliance


• Assist in preparing task handover notes, process guides, and workflow documentation to support continuity of administrative tasks


• Support basic statutory, regulatory, or internal compliance-related administration to uphold company standards


• Manage general office administrative tasks including supplies, stationery, pantry items, courier arrangements, and office upkeep to maintain a functional work environment


• Maintain admin records, filing systems, trackers, and shared folders to support office organization


• Attend to visitors, guests, vendors, and external parties professionally to represent the company positively


• Verify visitor details such as name, company, purpose, host, appointment time, and meeting venue before escalation to ensure security and proper access


• Coordinate visitor arrangements for management, clients, vendors, and external guests to facilitate smooth interactions


• Provide backup support to the Admin team during leave, urgent matters, or peak periods to ensure continuous office operations


• Perform other ad-hoc administrative and coordination tasks as assigned to support team needs

Required competencies and certifications

• At least 2 to 3 years of administrative experience in professional services, corporate services, accounting, legal, or office environments


• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook


• Strong organizational and time-management skills to manage multiple tasks and meet deadlines


• Ability to prepare, organize, and maintain documents, trackers, meeting notes, and administrative records


• Professional communication skills for effective interaction with internal staff, clients, vendors, and external parties


• Detail-oriented, responsible, discreet, and capable of handling confidential information appropriately


• Ability to work independently and collaboratively within a team

Preferred competencies and qualifications

• Prior experience supporting senior management, directors, or executive administrative matters