Administrative Assistant

LF Logistics Services Pte Ltd; Singapore; On-site; SGD 46,872 - 69,192; Full time

Job summary

Maersk Contract Logistics is seeking a highly organized Administrative Officer to support the Head of APA and Country Head. You will manage calendars, coordinate meetings, and assist with travel arrangements and expense processing in a fast-paced environment.

Ideal candidates hold a Bachelor’s or Diploma in business or secretarial studies with 1–3 years of experience, strong MS Office skills, and excellent communication and stakeholder engagement abilities.

Qualifications

• Bachelor’s degree or Diploma in Business Administration, Secretarial Studies, or related discipline.
• 1–3 years of experience in administrative, secretarial, or office support roles.
• Experience supporting senior management or executive offices preferred.
• Proficiency with MS Word, Excel, and PowerPoint.
• Familiarity with travel booking platforms and expense systems.

Responsibilities

• Provide day-to-day administrative and secretarial support to executives.
• Manage calendars, schedule meetings, prepare documents and materials.
• Coordinate travel, visas, and logistics for visiting stakeholders.
• Support meeting logistics, agendas, minutes, and event coordination.
• Handle expense claims, reimbursements, and invoice processing.
• Coordinate with facilities, IT, finance, HR and other teams as needed.

Skills

Organisational skills

Time management

Multitasking

Communication skills

Stakeholder engagement

Discretion

Education

Bachelor’s or Diploma in Business Administration/Secretarial Studies

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Travel booking platforms

Expense systems

Collaboration tools

Job description

At Maersk Contract Logistics, we have big plans. Our aspiration is to become the global expert in integrated logistics, offering a truly end-to-end service that makes daily trade simpler and easier than ever.

About the Role

Maersk Contract Logistics is looking for a highly organised and proactive Administrative Officer to provide critical administrative and coordination support to the Executive Assistant of the Head of APA and Country Head. This role plays a key part in ensuring the smooth running of the executive office by supporting daily operations, managing priorities, and enabling efficient coordination across stakeholders.

The successful candidate will thrive in a fast-paced environment, demonstrate strong attention to detail, and bring a high level of professionalism when handling sensitive information and senior stakeholder interactions.

Key Responsibilities

Administrative and Secretarial Support

• Provide day-to-day administrative support to the Executive Assistant and Country Head.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare the daily schedule, meeting materials, and supporting documents.
• Maintain proper filing, documentation, and record-keeping for easy retrieval of information.
• Coordinate incoming requests, emails, phone calls, and messages where required.
• Liaise professionally with internal departments, external vendors, customers and stakeholders on administrative matters.
• Maintain confidentiality when handling sensitive information relating to senior leadership and business operations.

Meeting and Event Coordination

• Meeting arrangements, including room bookings, calendar invites, conference call setup, catering, and visitor registration.
• Preparation of meeting agendas, presentation materials, reports, and minutes where required.
• Coordinate logistics for internal meetings, leadership meetings, town halls, offsites, and business events.
• Usher guests and ensure meeting rooms are properly prepared before and after meetings.

Travel and Logistics Support

• Coordinate business travel arrangements, including flight bookings, hotel reservations, transport arrangements, visa support, and travel itineraries.
• Ensure smooth logistics arrangements for visiting stakeholders, business guests, and regional teams.

Claim Expense Administration

• Assist with expense claims, reimbursement submissions, and invoice processing.
• Track administrative expenses and maintain supporting records.
• Ensure compliance with company policies and maintain accurate records of all claims.

Office and Operational Support

• Procure office supplies, stationery, equipment, and other administrative items.
• Coordinate with facilities, IT, finance, HR, and other internal teams to support operational needs. Perform any other administrative duties as assigned from time to time.

What We’re Looking For

• Bachelor’s degree or Diploma in Business Administration, Secretarial Studies, or a related discipline.
• 1–3 years of experience in administrative, secretarial, or office support roles.
• Experience supporting senior management or executive offices is preferred.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Familiarity with travel booking platforms, expense systems, and collaboration tools is advantageous.
• Strong organisational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Strong interpersonal skills with the ability to engage stakeholders across all levels.
• High attention to detail and accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Independent, resourceful, and accountable with a proactive mindset.