Administrative Assistant

RecruitFirst; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A recruitment agency in Singapore is looking for an experienced Administrative Assistant to provide dual support in office administration and reception duties. The candidate will manage scheduling, maintain organized records, and serve as the first point of contact for visitors. A diploma in Business Administration and a minimum of 5 years of relevant experience are preferred. The role demands strong communication skills and the ability to handle multiple priorities in a professional manner.

Qualifications

• Minimum 5 years of experience in administrative or office management role.
• Experience supporting senior executives at Director level and above.
• Professional appearance and communication style.

Responsibilities

• Provide administrative support to functional leads including scheduling and coordination.
• Serve as the first point of contact for all visitors and manage enquiries.
• Maintain organized records, documentation, and filing systems.

Skills

Organizational skills

Communication skills

Customer-service orientation

Problem-solving skills

Attention to detail

Education

Diploma in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

We are seeking a highly organized, detail-oriented, and professional Administrative Assistant to support the office through a dual portfolio covering both office administration duties and receptionist front desk responsibilities. This role serves as the first point of contact for the organisation while also providing comprehensive administrative and executive support to internal stakeholders. The successful candidate will be proactive, service-oriented, and able to manage multiple priorities with discretion and professionalism.

Administrative Support

• Provide administrative support to functional leads, including calendar management, scheduling, and coordination of meetings and activities.
• Assist with occasional travel arrangements such as flight bookings, accommodation, and itineraries for overseas trips.
• Prepare basic PowerPoint presentations for meetings and other business needs.
• Support billing administration, vendor invoice processing, and coordination with finance on payments.
• Track and process expense claims, ensuring accuracy, proper documentation, and timely submission.
• Coordinate logistics and materials for internal and external meetings, including board meetings (e.g. room set-up, VC facilities, reminders, and materials preparation).
• Maintain organised records, documentation, and filing systems (physical and digital).
• Provide ad-hoc administrative support and office coordination duties as required.

Reception & Front Office Management

• Serve as the first point of contact for all visitors, ensuring a professional and welcoming front-of-house experience.
• Manage incoming calls, emails, and general enquiries, routing them appropriately and responding promptly.
• Oversee meeting room bookings, visitor registrations, and office access passes.
• Coordinate refreshments, meeting room set-ups, and video conferencing facilities for internal and external meetings.
• Maintain reception area, ensuring it is tidy, presentable, and well-stocked with necessary materials.
• Liaise with building management and vendors on front-office, facilities, and security-related matters.

Requirements

• Diploma in Business Administration or a related field preferred.
• Minimum 5 years of experience in an administrative, executive support, or office management role; prior receptionist or front-desk experience is a strong advantage.
• Proven experience supporting senior executives (Director level and above).
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Professional appearance and communication style, with strong customer-service orientation.
• Highly organised, meticulous, and able to manage multiple tasks and shifting priorities.
• Independent, proactive, and able to take initiative with minimal supervision.
• Strong interpersonal and communication skills; comfortable liaising with internal and external stakeholders.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Good analytical and problem-solving skills; able to navigate complex administrative matters.
• Singaporeans only.