Administrative Executive

MAISON DE L'ASIE PTE. LTD.; Singapore; Hybrid; SGD 47,000 - 69,000; Full time

Job summary

Maison de L’Asie Pte. Ltd. is seeking a meticulous Administrative Executive to support operations and business development across production and international partnerships.

You will handle day-to-day office tasks, vendor management, and logistics documentation to ensure smooth functioning. The ideal candidate will have 3–5 years in operations/administration, a diploma or degree in related fields, strong analytical and communication skills, and a proactive mindset.

Qualifications

• 3–5 years of Operations and Administrative experience.
• Diploma or Degree in Accountancy, Business Administration or Project Management is preferred.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills; collaborate with diverse teams.
• Pro-active approach to tasks; flexible with hours; hybrid work arrangement.

Responsibilities

• Office Operations: Manage day-to-day office operations; procurement; maintenance; vendor management; logistics documents.
• Business Development Support: Prepare orders/invoices; maintain sales records; assist BD with contracts and events.
• Coordination and Communication: Liaise with departments; arrange travel; schedule meetings and appointments.
• Data Management and Reporting: Maintain records and prepare regular reports on operations and BD activities.
• General Administrative Tasks: Handle calls, emails, inquiries; support financial processes like expenses and invoices.

Skills

Operations experience

Administrative experience

Analytical thinking

Communication skills

Proactive approach

Hybrid work adaptability

Time management

MS Office proficiency

Education

Diploma or Degree in Accountancy, Business Administration or Project Management

Tools

Microsoft Office Suite

Warehouse management software

Job description

Company Overview:

Maison de L’Asie is a Singapore-born luxury fragrance house bringing Asian stories to the world through the art of fine perfumery. With an international retail presence and collaborations with renowned perfumers, we have earned recognition from publications including Vogue, Tatler and The Straits Times. The brand was also selected among 26 Asian fragrance houses for presentation at the Musée International de la Parfumerie in Grasse, France.

Beyond our signature perfumes, our business includes fragrance development and GMP-certified manufacturing in Singapore. As we grow, we are looking for a meticulous, proactive Administrative Executive to support our daily operations and work closely with our team across production, commercial activities and international partnerships.

About the Role:

We're on the hunt for a talented and detail-oriented Administrative Executive to join our vibrant team. This key role involves providing crucial support to both the operations and business development teams.

Key Responsibilities:

As an Admin Executive, you will play a pivotal role in supporting both operations and business development functions. Your responsibilities will include:

1. Office Operations: Manage day-to-day office operations, ensuring smooth functioning and efficiency.
   Oversee administrative tasks such as office supplies procurement, maintenance, and vendor management.
   Coordinate office logistics, including scheduling meetings, handling correspondence, and maintaining expense records.
   Assist Operations team with preparation of shipping and logistics documents, liaising with logistics partners to ensure timely shipment of products and/or clearance of customs
   
2. Business Development Support: Assist the sales and business development team to prepare order forms, invoices as well as maintain sales records across retail partners and direct to customer orders
   Collaborate with the business development team to prepare contracts.
   Assist BD team to organize events, workshops, and promotional activities to enhance brand visibility
   Assist BD team in the application of Grants applications
   
3. Coordination and Communication: Liaise with various departments to facilitate effective communication within the organisation, ensuring information flow and timely updates.
   Coordinate travel arrangements, meetings, and appointments for executives.
   
4. Data Management and Reporting: Maintain accurate records, databases, and files across the teams
   Prepare regular reports on office operations, expenses, and business development activities.
   
5. General Administrative Tasks: Handle incoming calls, emails, and inquiries.
   Support financial processes, including expense tracking and invoice management.
   

Qualifications and Skills:

To excel in this role, the ideal candidate should possess:

• 3-5 years of Operations and Administrative experience, preferably in a similar industry.
• A Diploma or Degree in Accountancy, Business Administration or Project Management is preferred (or equivalent).
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse teams.
• Pro-active approach to tasks and obtaining new knowledge when required
• Flexibility to work European and US hours on days when required.
• Willingness to work in a hybrid work arrangement
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with warehouse management software (a plus).
• A detail-oriented approach and a commitment to accuracy and efficiency.

Reporting Structure:

The Admin Executive will report directly to the CEO / Founder of Maison de L’Asie.