Administrative Executive

PSA International; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

PSA International in Singapore is seeking an Administrative Executive to provide comprehensive administrative, secretarial, and planning support to senior management. This role includes managing calendars, travel arrangements, and general office administration. The ideal candidate will have a GCE ‘O’ or ‘A’ Level or a Diploma in Business Administration, along with experience in an administrative role. Strong organisational skills, proficiency in Microsoft Office, and the ability to handle confidential information are crucial for success in this role.

Qualifications

• Relevant experience in an administrative, secretarial, or office management role.
• Familiarity with enterprise systems will be an advantage.

Responsibilities

• Provide full secretarial and administrative support to senior leaders and the team.
• Manage and upkeep Senior Leaders’ calendar, including scheduling meetings.
• Manage travel arrangements for Senior leader(s) and the department.
• Maintain accurate and up-to-date records of agreements and approvals.

Skills

Organisational skills

Communication skills

Problem-solving skills

Microsoft Office proficiency

Travel coordination

Attention to detail

Education

GCE ‘O’ or ‘A’ Level or Diploma in Business Administration

Job description

Role Overview

The Administrative Executive provides comprehensive administrative, secretarial, and planning support to the Senior management and teams in the assigned divisions/departments. The role covers the full spectrum of administrative and secretarial duties, including calendars and appointments management, coordination of travel arrangements and expense processing, system and department/division office support, business correspondence, and the coordination of events and functions. The incumbent ensures smooth division/department administration and effective coordination across teams and functions.

Key Responsibilities

Executive and Secretarial Support

• Provide full secretarial and administrative support to senior leaders and the team.
• Manage and upkeep Senior Leaders’ calendar, including scheduling meetings, appointments, offsite meetings, and lunches.
• Arrange and coordinate transport for off-site meetings and official engagements.
• Assist in receiving guests and serving refreshments when required.
• Draft, process, and manage reports, business correspondence, and documentation, if necessary.

Travel and Expense Management

• Manage travel arrangements for Senior leader(s) and the department, including flight bookings, ticket changes, visa applications, hotel arrangements, travel itineraries, and contingency planning, where required.
• Process claims, expense reimbursements, purchase requisitions, and invoice payments in accordance with policies.

Operational and Systems Support

• Support staff with system access, procurement processes, and troubleshooting of administrative tools.
• Assist with onboarding and offboarding processes to ensure timely and accurate completion of all administrative requirements.
• Maintain filing systems, including proper filing of legal and confidential documents, where applicable.

Division/Department Administration and Asset Management

• Manage and track departmental assets, ensuring proper maintenance, servicing, and timely replacement of office equipment.
• Oversee general office administration, including liaison with building management on repairs, maintenance, and facilities matters.
• Procure office supplies, beverages, and consumables (e.g., pantry items).
• Coordinate office renovations, space planning, and workspace setup, where applicable.

Event, Port Tour, and Budget Support

• Provide logistical and administrative support for department events, port tours, and internal or external functions.
• Support annual budget planning and monitor departmental expenditure to ensure alignment with approved budgets, where applicable.

Documentation and Records Management

• Maintain accurate and up-to-date records of agreements, approvals, and financial documents.
• Update and manage team portals, email distribution lists, and other departmental systems.

Other Duties

• Serve as a shared resource/backup support to other divisions/departments, when necessary / required
• Perform any other ad-hoc duties as assigned.

Qualifications And Experience

• GCE ‘O’ or ‘A’ Level or Diploma in Business Administration or a related discipline.
• Relevant experience in an administrative, secretarial, or office management role.
• Familiarity with enterprise systems will be an advantage.

Skills And Competencies

• Strong organisational, coordination, and problem-solving skills.
• Good communication and interpersonal skills, with the ability to work effectively with staff at all levels.
• Proficiency in Microsoft Office applications.
• Good knowledge of airline booking systems, travel co-ordination, and international travel requirements
• High level of accuracy, reliability, and attention to detail.
• Flexible and adaptable
• Demonstrated professionalism and personal integrity, with the ability to handle confidential information appropriately.
• Proactive, service-oriented mindset with the ability to manage multiple tasks effectively.