Department Administrator

Siemens AG; Singapore; On-site; SGD 50,000 - 90,000; Full time

Benefits offered by this job

Flexible Work Environment

Competitive Compensation & Benefits

Values-Driven Culture

Continuous Learning & Development

Job summary

Siemens Mobility is seeking an organized Administrative Assistant to support executives in a dynamic, global setting. You will manage calendars, coordinate domestic and international travel, prepare meeting materials, and handle expenses in line with policies.

You will also assist with onboarding/offboarding, asset management, and event coordination, interacting across all levels of the organization. Proficiency in MS 365 and experience with expense tools are valued.

Qualifications

• Experience managing executive schedules and travel arrangements.
• Ability to coordinate meetings and communications with stakeholders.
• Experience with travel expenses and policy compliance.
• Support onboarding, offboarding and asset management as needed.

Responsibilities

• Manage executive schedules and travel, including international trips.
• Support meetings with agendas, materials and logistics.
• Administer travel expenses and ensure policy compliance.
• Coordinate events, town halls, visits and corporate activities.
• Support procurement, PO tracking, invoicing and office admin.
• Assist onboarding/offboarding and asset management activities.
• Demonstrate strong organization and multitasking to meet deadlines.
• Communicate clearly with internal/external stakeholders at all levels.
• Maintain meticulous records and documentation.
• Utilize MS 365 tools (Outlook, Word, Excel, PowerPoint, Teams).
• Leverage travel expense systems such as Concur where applicable.

Skills

Calendar management

Travel coordination

Expense management

Stakeholder communication

Microsoft 365

Discretion & integrity

Tools

Microsoft 365 suite

Concur or similar

Job description

We empower our people to stay resilient and relevant in a constantly changing world. We're looking for people who are always searching for creative ways to grow and learn. People who want to make a real impact, now and in the future. Does that sound like you? Then it seems like you'd make a great addition to our vibrant international team.

You'll make a difference by:

• Managing executive schedules and travel by coordinating calendars, meetings, appointments, and domestic and international business travel to support smooth daily operations.
• Supporting meetings and stakeholder communications through the preparation of agendas, presentation materials, meeting logistics, and engagement with internal and external stakeholders.
• Administering travel expenses and compliance by arranging travel bookings, processing expense claims, and ensuring adherence to company policies and procedures.
• Coordinating events and visitor experiences by organizing management meetings, town halls, workshops, customer visits, and corporate events, including venue, catering, and logistical arrangements.
• Managing administrative and operational processes through procurement support, purchase order tracking, invoice processing, and general office administration.
• Supporting onboarding, offboarding, and asset management by coordinating employee lifecycle activities, maintaining inventory records, managing company assets, and assisting visitors.
• Strong organizational and multitasking skills with the ability to prioritize competing responsibilities and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal abilities with confidence in building effective relationships across all levels of an organization.
• High attention to detail and accuracy when managing schedules, travel arrangements, expenses, records, and administrative documentation.
• Proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with travel and expense management systems such as Concur or similar platforms is an advantage.
• Professionalism, discretion, and initiative with the ability to handle confidential information, exercise sound judgment, and work independently.

In return, we offer you:

• Flexible Work Environment: Including a mobile working policy that supports your well-being and allows you to prioritize what matters most.
• Competitive Compensation & Benefits: A comprehensive package to reward your contributions.
• Values-Driven Culture: An inclusive workplace that prioritizes diversity and belonging.
• Continuous Learning & Development: Opportunities to grow your skills and advance your career.

Recruitment Process:

• CV Screening
• If shortlisted, a session with our TA Consultant to understand your motivation & your past experiences
• 1-3 Business Interviews
• Offer Stage

Transform the everyday with us!

We value your unique identity and perspective and are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society. Come bring your authentic self and create a better tomorrow with us.