Administration Assistant - Singapore

ITOPF; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A maritime organization based in Singapore is seeking an Administration Assistant to support the Office Manager and manage daily office operations. The role includes arranging travel, finance support, and event coordination. Ideal candidates will have strong admin skills, excellent English, and proficiency in Microsoft Office. The position offers a monthly salary of around $4,500 SGD along with a robust benefits package.

Benefits

25 days annual leave

Company funded private medical insurance

Life assurance

Training and development

Annual wellbeing allowance

Team social events

Qualifications

• Experience in arranging international travel is an advantage.
• Knowledge of office logistics and event coordination is desirable.
• Familiarity with finance administration processes is an advantage.

Responsibilities

• Arrange international travel for team members.
• Assist with Singapore finance processes.
• Provide support for meetings and events.
• Ensure smooth day-to-day office operations.
• Cover for the Office Manager when necessary.

Skills

Strong administrative experience

Excellent written and spoken English

Advanced proficiency in Microsoft Office Suite

Ability to accurately record and analyse data

Ability to prioritise tasks and work independently

Strong organisational skills and attention to detail

Job description

We are looking for an Administration Assistant to join our Singapore team, supporting the Singapore Office Manager and the smooth running of day‑to‑day office administration and operations. This varied role offers the opportunity to work across office coordination and support, travel management, finance support, and events. You'll be part of a collaborative team environment, building relationships across the organisation including with colleagues in the UK.

What You'll Do

• Arrange international travel for team members, including visas, risk assessments, and liaising with travel partners.
• Assist with Singapore finance processes including invoicing, expenses, banking, payments, and audits in coordination with the London Finance Team
• Provide support for meetings and events including sourcing of venues and caterers
• Ensure smooth day‑to‑day office operations including ensuring a clean and comfortable workspace, coordinating maintenance, meeting room preparation, first level IT support
• Provide cover for the Office Manager and support the Membership Team during renewal periods or leave, with flexibility to undertake additional duties as required

Skills and experience we are looking for

• Strong administrative experience, ideally with experience of arranging international travel.
• Excellent written and spoken English.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) as well as working with different systems/platforms
• Ability to accurately record and analyse data (from multiple sources/platforms) and produce meaningful reports
• Ability to prioritise tasks and work independently, and handle confidential information
• Strong organisational skills and attention to detail.
• Knowledge of office logistics and event coordination (desirable).
• Familiarity with finance administration processes (desirable).
• Comfortable working under pressure and managing multiple priorities (desirable).

What we offer

We offer a salary of circa $4,500 (SGD) per month with a strong benefits package including 25 days annual leave which increases with length of service, company funded private medical insurance and life assurance, training and development, annual wellbeing allowance, team social events and many more.

As this role is based in Singapore candidates are required to have the right to work in Singapore.

Full job description available here: https://www.itopf.org/fileadmin/uploads/itopf/Documents/AdministrationAssistant_Singapore_JD_2025.docx

How to Apply

Please submit your CV with a cover letter to [e-mail]. In your cover letter, please explain your interest in this role and how your experience meets the requirements.

You’re welcome to use AI tools to support your application, such as to help with research, practice interview questions or for support with grammar or spell check. However, make please make sure your application is your own original work, we want to get to know you during this process. Do not use AI to create examples of your work, write your entire application/cover letter or, answer interview questions for you.

We are committed to ensuring all candidates have a fair and comfortable application experience. If you require any adjustments or support during the recruitment process such as alternative formats, accessibility accommodations, additional time, or anything else please let our team know at [e-mail]. We're happy to help.

Applications for this role close on Sunday 30 November, with interviews expected to commence around 4th December. Please note, we may close applications earlier if we receive a high volume of interest, so we encourage you to apply as soon as possible.

Seniority level

Entry level

Employment type

Other

Job function

Administrative

Industries

Maritime