Administrative Assistant

Tech Aalto Pte. Ltd; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Tech Aalto Pte. Ltd. seeks an Administrative Assistant (or Senior Admin Assistant) to join the Singapore admin team supporting ~15 employees across functions. The role requires hands-on organization, problem-solving, and proactive calendar and meeting coordination.

You will manage calendars, arrange global meetings, handle travel bookings, and oversee expense reports and invoicing. Excellent communication and teamwork are essential in this multifaceted position.

Qualifications

• 3–5 years of experience in administrative roles.
• Highly organized with strong time management and attention to detail.
• Proficient with computers and office software.
• Ability to work effectively with others and communicate clearly.

Responsibilities

• Coordinate and schedule internal and external meetings, including agenda preparation, materials, meals, and logistics.
• Maintain and synchronize managers' and teams' calendars across global and local calendars.
• Coordinate client meetings in global offices and prepare travel itineraries and meeting materials.
• Set up video/audio conferences across global offices.
• Arrange travel and hotel bookings per policy, including transportation and cost considerations.
• Process expense reports and reimbursements using the Concur system and reconcile statements.
• File and organize administrative paperwork, and handle invoicing.

Skills

Highly organized

Time management

Interpersonal communication

Teamwork

Problem solving

Computer literate

Attention to detail

Accountability

Tools

Concur

Calendar software

Video conferencing

Job 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 organising administrative paperwork
• Invoicing

Position Requirements

• 3 to 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