Executive Assistant – Office Manager

Jobtailor; Singapore; On-site; SGD 90,000 - 120,000; Full time

Job summary

Jobtailor in Singapore is seeking an experienced Executive Assistant / Office Manager to ensure smooth operation of the Singapore office and to support senior leaders across APAC. You will manage complex calendars, coordinate international travel, liaise with vendors, and oversee meetings, budgets, and office services, while handling confidential information with discretion.

This role requires strong cross-cultural communication and a proactive approach to improving processes and employee

Qualifications

• 8+ years in Executive Assistant, Office Management or senior support roles.
• Experience supporting senior executives and managing multiple priorities.
• Experience managing office operations, facilities, budgets, meetings, and international travel arrangements.
• Strong stakeholder-management across cultures and time zones.
• Proficiency in Microsoft 365 applications including Outlook, Teams, PowerPoint, Word and Excel.
• Excellent written and verbal communication in English.

Responsibilities

• Oversee smooth day-to-day operation of the Singapore office.
• Act as primary contact for office-related matters; manage vendors, building management, service providers and internal stakeholders.
• Coordinate onboarding, workspace arrangements, employee support requests, leadership visits, and office events.
• Provide Executive Assistant support to APAC GVP and designated APAC Senior Leadership Team members.
• Manage complex calendars, meetings, travel arrangements, expenses, and follow-ups across multiple countries and time zones.
• Prepare presentations, reports, correspondence, and meeting materials while handling confidential information.
• Coordinate with stakeholders across APAC and globally.
• Proactively solve problems and improve processes, employee experience, and operational efficiency.

Skills

Executive Support

Office Management

Stakeholder Management

MS 365 Proficiency

International Travel Coordination

Education

Diploma/Bachelor's Degree

Tools

Microsoft Outlook

Microsoft Teams

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Job description

• Ensure smooth day-to-day operation of the Singapore office
• Act as primary point of contact for office-related matters and manage vendor, building management, service provider, and internal stakeholder relationships
• Oversee workplace services, facilities, office supplies, budgets, invoices, and administrative processes
• Coordinate onboarding, transfers, workspace arrangements, employee support requests, leadership visits, and office events
• Provide Executive Assistant support to the APAC GVP and designated APAC Senior Leadership Team members
• Manage complex calendars, meetings, travel arrangements, expenses, and follow-up actions across multiple countries and time zones
• Prepare presentations, reports, correspondence, and meeting materials while handling confidential information
• Coordinate with stakeholders across APAC and globally
• Proactively solve problems and improve processes, employee experience, and operational efficiency

Requirements

• At least 8 years of experience in Executive Assistant, Office Manager, workplace administration, or similar senior support roles
• Proven track record supporting senior executives and managing multiple priorities
• Experience managing office operations, facilities, vendors, budgets, meetings, and international travel arrangements
• Strong stakeholder-management skills and experience working across cultures and time zones
• Proficiency in Microsoft 365 applications including Outlook, Teams, PowerPoint, Word, and Excel
• Excellent written and verbal communication skills in English
• Diploma, Bachelor's degree, or equivalent relevant professional experience
• Must be eligible to work in Singapore; visa sponsorship and relocation assistance are not available

Core Competencies

Demonstrates extensive experience in managing office operations, supporting senior executives, and coordinating complex schedules across multiple time zones. Proficient in stakeholder management and improving operational efficiency while handling confidential information.

Highest-signal resume keywords

• Executive Assistant Experience
• Office Management
• Stakeholder Management
• Microsoft 365 Proficiency
• International Travel Coordination

Hard Skills

• Office Operations Management
• Vendor Management
• Budget Oversight
• Meeting Coordination
• Calendar Management
• Travel Arrangement
• Report Preparation
• Presentation Development
• Administrative Process Improvement
• Confidential Information Handling

Soft Skills

• Excellent Communication Skills
• Problem-Solving
• Interpersonal Skills
• Organizational Skills
• Cross-Cultural Collaboration

Industry Keywords

• Workplace Administration
• Employee Support
• Operational Efficiency
• Onboarding Coordination
• Leadership Support

Tools & Technologies

• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Excel