BUSINESS OPERATIONS ADMIN EXECUTIVE

XT XING TECHNOLOGIES SG PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A technology company in Singapore is seeking a Business Administration Secretary to provide crucial administrative support to managers and executives. The ideal candidate will effectively manage schedules, maintain a professional office environment, and handle sensitive documents. Key responsibilities include gatekeeping, email management, and organizing travel and meetings. Applicants should possess strong Microsoft 365 skills, discretion, and at least 2 years of administrative experience. This role offers an opportunity to thrive in a dynamic work environment.

Qualifications

• Usually 2–5 years of experience in an Administrative role.
• Ability to manage sensitive business documentation with precision.
• Experience in organizing meetings and events.

Responsibilities

• Provide administrative support to managers and executives.
• Manage calendars and schedule appointments.
• Organize and coordinate travel arrangements.

Skills

Advanced knowledge of Microsoft 365

High typing speed (50-60+ WPM)

Project management tools

Videoconferencing tools (Zoom, Teams)

Discretion

Exceptional time-management skills

Professional communication

Education

Diploma / Degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Summary

The Business Administration Secretary provides administrative support to managers, executives, and the wide team. The primary goal is to maintain a professional office environment, manage schedules, and handle sensitive business documentation with precision and confidentiality.

Key Responsibilities

• Gatekeeping: Serve as the support contact for clients, vendors, and staff; screen calls and manage visitor flow.
• Email Management: Filter and prioritize emails, responding to routine inquiries independently.
• Drafting & Editing: Prepare memos, reports, and presentations, ensuring perfect grammar and formatting.

Calendar & Meeting Management

• Scheduling: Coordinate calendars, resolve scheduling conflicts, and set up internal/external appointments.
• Event Logistics: Organize meetings, catering, and audio-visual equipment for company events.
• Minute Taking: Attend meetings to record accurate minutes, track action items, and distribute follow-up documents.

Office Operations & Data Control

• Filing Systems: Maintain both physical and digital filing systems to ensure easy retrieval of data.
• Inventory: Monitor office supplies and place orders to ensure zero downtime in office operations.
• Basic Bookkeeping: Process invoices, track expense reports, and assist in monitoring departmental budgets.

HR & Project Support

• Travel Coordination: Arrange domestic and international travel, including flights, accommodation, and detailed itineraries.

Required Skills & Qualifications

Technical Skills (Hard Skills)

• Software Proficiency: Advanced knowledge of Microsoft 365 (Word, Excel, PowerPoint, Outlook)
• Typing Speed: High accuracy and speed (usually 50-60+ WPM)
• Digital Tools: Experience with project management tools and videoconferencing (Zoom, Teams)

Soft Skills

• Discretion: Ability to handle confidential information regarding payroll, personnel, or business strategy.
• Organization: Exceptional time-management skills and the ability to multitask in a fast-paced environment.
• Interpersonal: Professional and have the ability to communicate with everyone from junior staff to CEOs.

Education & Experience

• Education: Diploma / Degree in Business Administration or a related field is often preferred.
• Experience: Usually 2–5 years of experience in an Administrative role.

Additional Skill Highlights

• Ability to Multitask
• Microsoft Office
• Microsoft Excel
• Audiovisual
• Data Analysis
• Administration
• PowerPoint
• Project Management
• Bookkeeping
• Administrative Support
• Business Development
• Scheduling