Administrative Associate

CADMUS RESOURCES; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A local administrative services firm in Singapore is seeking an experienced Office Administrator to assist with various administrative tasks, including coordination of meetings, event planning, and procurement management. The ideal candidate should possess a diploma or bachelor's degree in business administration and have at least 3 years of relevant experience. Proficiency in office software and exceptional organizational skills are essential. This role promises a dynamic work environment, catering to diverse administrative functions.

Qualifications

• Minimum of 3 years of office administration experience.
• Capable of maintaining confidentiality and handling sensitive information.
• Experience in travel and event coordination, as well as vendor relationship management.

Responsibilities

• Assist the Executive Assistant with daily administrative tasks.
• Maintain organized electronic and physical filing systems.
• Coordinate meetings and logistical support for meetings.
• Assist with project-based research.

Skills

Office software proficiency

Strong organizational skills

Multitasking abilities

Problem-solving skills

Excellent communication

Interpersonal skills

Leadership skills

Management skills

Education

Diploma or bachelor's degree in business administration or related field

Tools

MS Teams

Zoom

Job description

Responsibilities

• Assist the Executive Assistant with daily administrative tasks
• Maintain organized electronic and physical filing systems
• Maintain season parking
• Maintain telephone directory and employee contact list
• Maintain and send birthday messages to identified groups of people
• Prepare and edit documents, reports, and presentations
• Track and maintain expense data
• Track and monitor school activities, school fees, and school terms Coordination and Logistics
• Support coordination and information gathering
• Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas, and tracking action items
• Coordinate with internal and external stakeholders across various meeting platforms
• Assisting with event planning
• Arrange lunch/drinks for meetings
• Understand and support the needs of owners\' children, including managing their schedules, classes, schools, and relevant documents required by the schools
• Assist with planning and coordinating the children\'s activities and events
• Procurement and Inventory Management
• Provide procurement assistance, including sourcing of vendors and budget
• Manage inventory and order supplies
• Manage vendor relationships and maintain vendor/supplier list
• Maintain service contracts (e.g., broadband, mobile line, lease, etc.) Facilities and IT Management
• Coordinate maintenance and repairs for office equipment and facilities
• Oversee IT infrastructure to ensure optimal performance and security
• Coordinate with external IT service providers and vendors
• Travel and Expense Management
• Handle visa applications and prepare invitation letters for visitors
• Actively support the claim management process of the company
• Responsible for tracking travel schedules and keeping an up-to-date record of travel days
• Assist with project-based research
• Source for restaurants, gift ideas

Requirements

• Diploma or bachelor\'s degree in business administration or a related field
• Minimum of 3 years of office administration experience
• Proficient in office software and online meeting platforms (e.g., MS Teams, Zoom)
• Capable of maintaining confidentiality and handling sensitive information
• Strong organizational, multitasking, and problem-solving skills
• Experience in travel and event coordination, as well as vendor relationship management
• Excellent communication, interpersonal, leadership, and management skills
• Ability to work independently on various administrative and IT task

To apply, please submit your detailed CV with the following details for faster processing:

• Reason for leaving.

We regret that only short-listed candidates will be contacted shortly.