Admin Specialist

Assembly Global; Singapore; Hybrid; SGD 40,000 - 60,000; Full time

Benefits offered by this job

Hybrid work model

Impact Leave

Job summary

Assembly Singapore is seeking an Administrative Specialist who ensures smooth day-to-day operations. You will be the main point of contact for staff, handling onboarding and offboarding, HR administrative tasks, and supporting the People team to deliver a best-in-class experience for employees and clients.

In a fast-paced, hybrid environment, you will coordinate facility needs, manage vendors, book travel and events, and support secretarial duties for the MD and senior stakeholders.

Qualifications

• Minimum 5 years of experience as an Office Manager or Administrative Assistant.
• Experience in a busy, fast-paced environment.
• Excellent written and verbal communication skills.

Responsibilities

• Onboard and offboard staff with IT devices and access cards.
• Assist HR admin tasks and prepare employee letters.
• Organise staff activities and culture-building events.
• Coordinate regional activities and hotel bookings for events.
• Manage office socials, meetups, and staff celebrations.
• Handle clock-in/out and office facilities; manage vendors.

Skills

Office management

Organisation

Communication

Problem solving

Autonomy

Multitasking

MS Office

Job description

Overview

We are Assembly– andwe’renot like the rest.We’rethe modern alternative agency, bringing together industry-leading data, talent, and tech toFind the Change That Fuels Growthfor the best brands on the planet, includingLenovo, Lane Crawford, Marina Bay Sands, and more. Our diverse, global community of over 1,600 passionate experts combines global thinking with unmatched localexpertisein more than 20 markets worldwide – enabling brands to engage and move consumers anywhere. We use STAGE, Assembly’s proprietary, privacy-centric data solutions platform, to surface powerful insights that transform into actionable brand opportunities.We’reat thecutting edgeof new media, technology, and platforms embedded in the lives of today’s consumers, andwe’retapped into how culture and communities’ needs change. We do this while staying steadfast in our commitment toLeave the World Better Than We Found Itthrough measurable social and environmental impact work.

Assembly was named The Drum’s APAC Media Agency of the Year in 2021

WHO WE’RE LOOKING FOR

TheAdministrative Specialistplaysa very importantrole in ensuring smooth day-to-day running of the Assembly Singapore office as they will be the main point of contact for the staff. Ideally looking for someone with exposure to a similar role.We’llexpect you to be enthusiastic and passionate about providing abest in classexperience to our employees and clients while sharing the fun and joy with us!

Responsibilities

WHAT YOU’LL BE DOING ON ANY GIVEN DAY

General Administration,Employee Experience(50%)

• Support and own onboarding and offboarding process with IT devices, building access cards, etc. to ensure the best experiences
• Assist the People team in HR administration; documentation, benefit research, creating employee letters, and other HR operational tasks whenrequired
• Organise andfacilitatestaff activities to help build a strong company culture
• Work with regional teams to organise and coordinate regional activities and retreats; including but not limited to hotel booking, flights, rundown of events, training, etc.
• Organise office socials, monthly meetups,workshopsand initiate staff gatherings
• Assist Market Lead and People Generalist to order staff gifts for anniversaries,birthdaysand other celebrations
• Run the HR back office – organise individual files, benefitsadministrationand documentation
• Assist the Talent Acquisition team infacilitatinginterviews

Facility/ office management (30%)

• Ensure systems, processes and procedures are in place for smooth and efficient Facilities and Office Management service
• Manage and liaise with office related vendors
• Assistand be the main contact point for team members and visitors in various administrative tasks including but not limited to hotel booking, car transfers, queries about local facilities, corporate lunches/dinners, visitor door access, office facilities
• Be thego toperson for team members on all round queries
• Owning the clock in/out tool and make sure employees’ work times are recorded
• Manage all office related vendors i.e. stationaries orderings, cleaners, couriers, business card vendor etc. to ensure smooth operation of the office
• Oversee and manage office facilities and related vendor(s) ensure that the office area is clean and tidy and projects a professional image
• Environment – proactively provide suggestions on improving environment, including day to day life needs; working comfortable level, etc.
• Monitoring IT inventory and work with IT Department to ensure sufficient devices and replacements are available for all new and existing staff
• Other administrative tasks whenrequired

Secretarial Support (20%)

• Assistinclient meetings or client visit in office, ensuremeeting rooms or space are reserved
• Provide the right level of secretarial support to our MD and other senior stakeholders in the SG office, including but not limited to expense claims, travel arrangement, and other ad-hoc work related secretarial support

Required Skills

DOES THIS SOUND LIKE YOU?

• Minimum5yearexperience as an Office Manager or Administrative Assistant
• Experience working in a busy, fast paced environment
• Having strong organisational skills and ability to multitask and prioritise work
• First class written and verbal communication skills are essential
• The ability to solve problems usingown-initiative
• The ability to work autonomously
• Positive and cooperative attitude
• Proficient using Microsoft Office software packages

Benefits

WHY ASSEMBLY?

• We‘re part of Stagwell (NASDAQ: STGW), the challenger network built to transform marketing.We’renimble, smart, and digital-first, andwe’requickly growing to take on the biggest legacy holdcos.
• We care about your growth — we offer competitive salaries, annual compensation reviews, and keep detailed personal development plans to ensureyou’rehitting your personal and company goals.
• We recognize and celebrate your success...all the time! Whetherit’sthrough company meetups, employee recognition programs, or just a regular day, we make sure our people’s achievements are known and appreciated!
• We’retruly a people-first organization.That’swhy weoperatein hybrid model with flexibility, Work from Anywhere Scheme, allows you to be in control of your work-life balance.
• We believe in making impactful change in society, we encourage you to take Impact Leave time off from work to engage in volunteer activities with a charity that you support.