Administrative Executive

PSC Corporation Ltd; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

PSC Corporation Ltd in Singapore is seeking an Administrative Executive to serve as a shared resource for the organization, with priority support to the CEO and CFO.

This role blends executive scheduling support with broader office administration, procurement, records management, and cross-department coordination — ideal for someone who thrives on variety and enjoys being the go-to person who keeps things running.

Qualifications

• Diploma or Bachelor's in Business Administration or related field preferred.
• Minimum 5 years in administrative or executive-support roles.
• Experience supporting multiple stakeholders or departments is desirable.

Responsibilities

• Executive Support (CEO & CFO priority): manage calendars, board & investor meeting coordination, minutes, and briefing materials.
• Meeting Coordination: venue, video setups, agendas, and action-tracking.
• Travel & Logistics: domestic and international travel arrangements and expense reconciliation.
• Communication & Correspondence: draft, proofread, and format memos and reports; liaison across departments.
• Office & Administrative Support: maintain confidential files, handle purchase orders and basic budgeting.
• Ad-Hoc & Project Support: research, data entry, and cross‑department project assistance.

Skills

Organizational skills

Multitasking

Verbal communication

Written communication

Discretion

Procurement

Budgeting

Cross-functional collab

Calendar management

Education

Diploma / Bachelor's in Business Administration

Tools

MS Office

Job description

About the role

We are seeking a highly organized, resourceful Administrative Executive to serve as a shared administrative resource for the organization, with priority support to the CEO and CFO. This role blends executive scheduling support with broader office administration, procurement, records management, and cross-departmental coordination — ideal for someone who thrives on variety and enjoys being the go-to person who keeps things running.

Job Responsibilities

Executive Support (CEO & CFO Priority)

• Manage and coordinate calendars for the CEO and CFO, resolving conflicts and prioritizing appointments
• Schedule and coordinate board meetings, investor calls, and client engagements
• Prepare meeting agendas, briefing materials, and minutes; track follow-up actions
• Arrange domestic and international travel, itineraries, and expense reconciliation
• Screen emails/calls and draft correspondence, memos, and presentations on behalf of executives

Meeting Coordination

• Organize logistics for meetings, including venue/room booking, video conferencing setup, and catering where needed
• Prepare and distribute meeting agendas, briefing materials, and minutes
• Follow up on action items and ensure deadlines are tracked and met

Travel & Logistics

• Arrange domestic and international travel, including flights, accommodation, and itineraries for all staff who are required to travel.
• Prepare travel expense reports and reconcile receipts
• Submit travel claims for payment on behalf of CEO and CFO.

Communication & Correspondence

• Screen and manage emails, calls, and correspondence on behalf of the executives
• Draft, proofread, and format letters, memos, presentations, and reports
• Act as a liaison between the CEO/CFO and internal departments, external stakeholders, clients, and board members

Office & Administrative Support

• Maintain confidential files and records with discretion
• Process purchase orders, invoices, payment requests; track approval; expense reports, and basic budget tracking as needed
• Support document preparation for board meetings and financial reporting cycles (in coordination with the CFO's team)
• Handle ad-hoc administrative projects as assigned
• Submit expenses’ claims for CEO and CFO
• General administrative work as and when required

Ad-Hoc & Project Support

• Assist with research, data entry, and report compilation as needed
• Support special projects across departments during peak periods
• Provide backup administrative coverage for other admin/support staff during leave

Requirements

Education & Experience

• Diploma / Bachelor's degree in Business Administration or related field preferred
• Minimum 5 years in an administrative/executive support role, ideally supporting multiple stakeholders or departments

Skills & Competencies

• Excellent organizational and multitasking skills; able to balance executive priorities with shared administrative duties
• Strong written and verbal communication skills
• High discretion in handling confidential financial, HR, and business information
• Proficiency in MS Office, calendar tools, and basic accounting/expense software
• Comfortable with procurement processes and basic budgeting
• Strong interpersonal skills; able to work cross-functionally with different departments and personalities

Key Attributes

• Adaptable and comfortable switching between executive-level tasks and hands-on office admin work
• Proactive problem-solver with a "no task too small" mindset
• Reliable point of contact that departments can turn to for administrative support
• Calm under pressure, diplomatic, and trustworthy