Executive Assistant Office Manager

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

Job summary

RIMOWA GmbH in Singapore is seeking an experienced Executive Assistant & Office Manager to provide high-level support to the Managing Director and ensure smooth day-to-day operations of the Singapore office.

The role requires exceptional organization, discretion, and the ability to anticipate business needs in a fast-paced environment. Proficiency in Microsoft Office and AI tools, plus strong presentation design skills, are essential.

Qualifications

• Minimum 7 years' experience in EA/Office Manager roles.
• Advanced proficiency in PowerPoint, Excel, Outlook, and Word.
• Experience using AI productivity tools to enhance efficiency.
• Excellent organizational and communication skills with high discretion.
• Bachelor's or Diploma in Business Administration or related preferred.

Responsibilities

• Provide high-level administrative support to the Managing Director and manage a complex calendar.
• Coordinate domestic and international travel arrangements and expense claims.
• Draft, edit, and proofread correspondence, reports, presentations, and meeting agendas.
• Create high-quality PowerPoint presentations for leadership meetings and executive communications.
• Oversee day-to-day Singapore office operations and facilities management.
• Organise office events, onboarding activities, and visiting executive logistics.
• Utilise AI-powered productivity tools to improve efficiency and summarize information.

Skills

Executive Support

Microsoft Office Suite

AI productivity tools

PowerPoint design

Stakeholder management

Discretion & confidentiality

Problem solving

Time management

Education

Bachelor's or Diploma in Business Administration or related

Tools

Microsoft Copilot

ChatGPT

Gemini

Job description

Welcome to RIMOWA, the first German Maison of the LVMH Group. We are a global lifestyle brand with a mission to create the essential tools for a lifetime of travel. For more than 120 years, we've dedicated ourselves to develop unique products where function coexists with luxury, heritage with innovation, and craftsmanship with design. At RIMOWA we believe that great ambitions demand resilient companions. It's why our tools are created with longevity in mind. Because the most meaningful journeys last more than a trip, they last a lifetime.

Please join us to discover your own

The Executive Assistant & Office Manager provides high-level executive support to the Managing Director while ensuring the smooth day-to-day operations of the Singapore office. This role requires exceptional organisational skills, discretion, and the ability to anticipate business needs in a fast-paced environment. The successful candidate will be highly proficient in Microsoft Office, leverage AI tools to improve efficiency and productivity, and produce polished presentations and business materials to support executive communication.

Key Responsibilities

Executive Support

• Provide proactive, high-level administrative support to the Managing Director, managing a complex and dynamic calendar, prioritising appointments, and coordinating internal and external meetings.
• Serve as the primary point of contact for executive scheduling and meeting coordination with regional and global stakeholders.
• Manage domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, and detailed travel itineraries.
• Prepare, submit, and reconcile expense claims in accordance with company policies.
• Draft, edit, and proofread correspondence, reports, presentations, meeting agendas, minutes, and other business documents.
• Create high-quality PowerPoint presentations for leadership meetings, business reviews, and executive communications.
• Support confidential projects and handle sensitive information with the highest level of discretion and professionalism.
• Anticipate the Managing Director's needs and proactively resolve administrative issues before they arise.

Office Management

• Oversee the day-to-day operations of the Singapore office to ensure an efficient, professional, and welcoming workplace.
• Manage office facilities, supplies, equipment, vendors, and service providers, ensuring operational continuity.
• Coordinate office maintenance, repairs, and workplace health and safety requirements.
• Organise office events, team meetings, employee engagement activities, and visiting executive logistics.
• Maintain office records, filing systems, and administrative procedures.
• Support onboarding activities for new employees, including workspace setup and office orientation.
• Liaise with building management, suppliers, and external service providers on office-related matters.

Business & Administrative Support

• Utilise AI-powered productivity tools (e.g. Microsoft Copilot, ChatGPT or similar platforms) to improve administrative efficiency, summarise information, assist with document preparation, and enhance presentation quality.
• Produce professional reports, dashboards, spreadsheets, and executive-level documentation using Microsoft Excel, PowerPoint, and Word.
• Identify opportunities to improve administrative processes and implement more efficient ways of working.
• Provide ad hoc administrative and project support to the leadership team as required.

Skills & Experience

• Minimum 7 years' experience as an Executive Assistant, Executive Coordinator, Office Manager, or in a similar executive support role.
• Demonstrated experience supporting senior executives in a fast-paced corporate environment.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, Outlook, and Word.
• Experience using AI productivity tools (such as Microsoft Copilot, ChatGPT, Gemini, or equivalent) to enhance efficiency and produce high-quality work.
• Exceptional PowerPoint presentation design skills with strong attention to detail and visual storytelling.
• Outstanding organisational, planning, and time management skills, with the ability to manage multiple priorities simultaneously.
• Strong stakeholder management skills with the confidence to interact with senior leaders and external partners.
• High level of professionalism, discretion, and confidentiality.
• Proactive, resourceful, and solutions-oriented with strong problem-solving abilities.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Management, or a related discipline preferred.
• Relevant Executive Assistant or Office Administration certification is advantageous.