Administrative Assistant

Tech Aalto Pte ltd; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

Tech Aalto Pte ltd is seeking an Administrative Assistant to support the Singapore admin team, coordinating multi-function members (~15 employees) with a hands-on approach and strong organisational skills. The role involves calendar management, meeting logistics, travel planning, and expense processing.

The successful candidate will have 5+ years in administration, excellent communication, and the ability to work cross-functionally in a fast-paced environment.

Qualifications

• 5+ years of experience in administrative roles; senior level considered for strong candidates.
• Demonstrated ability to manage calendars and coordinate meetings globally.
• Proficient with office software and tech tools; adaptable to new systems.

Responsibilities

• Coordinate internal/external meetings and prepare agendas, materials and logistics.
• Maintain managers' and teams' calendars; ensure global/local consistency.
• Schedule client meetings across global offices; arrange travel and itineraries.
• Setup video/audio conferences across offices; manage conferencing tech.
• Book travel and hotels per policy; handle expenses and reimbursements.
• Handle filing, invoicing, and administrative paperwork.

Skills

Meeting coordination

Calendar management

Travel coordination

Communication skills

Teamwork

Technology proficiency

Tools

Concur

Job description

JD for the role of Administrative Assistant

Position Description

We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Singapore admin team to support multi-function teams (approx.) 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.

Responsibilities

• Coordinating & scheduling internal/external meetings -Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
• Maintaining calendars – Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global organisation calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up &running of the meetings. Preparation of any travel agendas and meeting materials.
• Video/audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements – Process expense reports through the Concur system; monitor and track managers’ expenses until reimbursement; Reconcile monthly credit card statements to all expenses ontime
• Filing and organizing administrative paperwork
• Invoicing

Position Requirements

• 5+ years of experience for the Administrative Assistant role will be considered, while those with more extensive experience may be considered for the Senior Administrative Assistant position.
• Highly organised with effective time management skills and attention to detail
• Computer literate
• Demonstrate above average interpersonal communications
• Possess the ability to work effectively with others
• Demonstrate proficiency with technological tools
• Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
• Foster a sense of teamwork, assisting others when needed/required

Confidentiality is assured, and only shortlisted candidates will be notified for interviews.