Executive Assistant Office Support

HUNTER DOUGLAS SINGAPORE PTE LTD; Singapore; On-site; SGD 55,000 - 80,000; Full time

Job summary

HUNTER DOUGLAS SINGAPORE PTE LTD is seeking an Executive Assistant / Office Support to back the APAC leadership team from Singapore. You will manage complex calendars, coordinate international travel, prepare board materials, and handle sensitive communications with discretion.

The role also covers office operations, vendor management, and onboarding for new hires in the Singapore office. The ideal candidate is highly organized, proactive, and comfortable in a fast-paced, multicultural regional

Qualifications

• Diploma or Bachelor's degree in Business Administration or a related discipline preferred
• Fresh graduates with strong academic records encouraged to apply
• Prior experience supporting senior leaders or coordinating meetings and travel is preferred

Responsibilities

• Manage complex calendars for the APAC CEO and up to 5 additional executives, resolving scheduling conflicts
• Coordinate domestic and international travel arrangements, including flights and itineraries
• Prepare, format, and proofread correspondence, presentations, board materials, and reports
• Screen and prioritize incoming communications and act as gatekeeper where appropriate
• Track action items from executive meetings to ensure timely completion
• Process expense reports, invoices, and reimbursements for supported executives
• Handle confidential information with utmost discretion
• Plan and coordinate leadership meetings, offsites, and regional town halls
• Liaise with stakeholders to schedule cross-border meetings across time zones
• Assist with onboarding logistics for new hires in Singapore office
• Ensure workplace health & safety requirements and audits compliance
• Manage office budget and vendor contracts
• Provide backup support to other regional assistants as needed
• Undertake special projects and ad hoc duties as assigned by APAC CEO

Skills

Calendar management

Travel coordination

Executive support

Stakeholder management

Microsoft Office 365

Communication

Discretion

Multi-timezone coordination

Education

Diploma or Bachelor's degree in Business Administration or related discipline

Tools

Microsoft Office 365

Job description

Role Summary

The Executive Assistant / Office Support provides high-level administrative and executive support to the APAC leadership team based in Singapore, with the APAC CEO as the primary stakeholder. This role combines strategic calendar and travel management, executive communications, and meeting/event coordination with full accountability for the smooth day-to-day running of the Singapore office. The ideal candidate is highly organized, discreet, proactive, and comfortable operating in a fast-paced, multicultural regional environment.

Key Responsibilities

Executive Support

• Manage complex, frequently changing calendars for the APAC CEO and up to 5 additional executives, proactively resolving scheduling conflicts and prioritizing competing demands
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and detailed itineraries
• Prepare, format, and proofread correspondence, presentations, board materials, and reports on behalf of executives
• Screen and prioritize incoming communications (email, calls, requests) and act as a gatekeeper where appropriate
• Track and follow up on action items arising from executive meetings to ensure timely completion
• Process expense reports, invoices, and reimbursements for supported executives
• Handle sensitive and confidential information with the utmost discretion

Meeting & Event Coordination

• Plan and coordinate leadership team meetings, offsites, and regional town halls, including logistics, materials, and catering
• Liaise with internal and external stakeholders (regional offices, HQ, vendors, clients) to schedule and coordinate cross-border meetings across multiple time zones
• Support the planning and execution of APAC leadership events, client visits, and VIP hosting

Office Management

• Oversee day-to-day operations of the Singapore office, ensuring a professional, well-maintained, and safe working environment
• Manage relationships with building management, landlords, and facilities vendors
• Own office supplies, equipment, and vendor contracts (stationery, pantry, courier, cleaning, security, etc.), including budget tracking and cost control
• Serve as the primary point of contact for office-related IT/facilities issues, coordinating with relevant teams for resolution
• Support HR team with onboarding logistics for new hires in the Singapore office (workstation setup, access cards, welcome kits)
• Ensure compliance with workplace health & safety requirements and support any related audits
• Act as fire warden/first aid coordinator or equivalent office safety role, or coordinate with those who do
• Manage office budget, including tracking spend against forecast and processing purchase orders

Regional & Ad Hoc Support

• Support APAC leadership team projects with research, data compilation, and document preparation as needed
• Provide backup support to other regional assistants during leave or peak periods
• Undertake special projects and ad hoc duties as assigned by the APAC CEO
• Support the HR team in any other duties as required

Requirements

Experience & Qualifications

• Diploma or Bachelor's degree in Business Administration or a related discipline preferred
• 0-5 years of relevant experience in Executive Assistant, Administrative, Office Management, Customer Service, Operations Support, or related roles
• Fresh graduates with strong academic records, internship experience, and excellent organizational skills are encouraged to apply
• Prior experience supporting senior leaders, coordinating meetings, travel arrangements, or office operations is highly preferred
• Demonstrated ability to handle confidential information with professionalism and discretion
• Strong attention to detail, problem-solving ability, and confidence in engaging stakeholders across different levels of the organization
• Prior exposure to a regional (APAC) or matrixed organizational structure is a strong plus

Skills & Attributes

• Exceptional organizational skills with the ability to manage multiple priorities and shifting deadlines
• Strong written and verbal communication skills in English; additional regional languages an advantage
• High level of discretion, integrity, and professional judgment when handling confidential matters
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new tools/systems
• Strong stakeholder management skills, with the ability to interact confidently with senior executives, clients, and external partners
• Cultural sensitivity and comfort working across diverse APAC markets and time zones
• Calm under pressure, with strong problem-solving skills and a service-oriented mindset
• Self-starter who can work independently with minimal supervision, while knowing when to escal[e]
• 4 Hs: Hungry, Humble, Heart and Hardworking

What Success Looks Like

Executives' time is protected and optimized through proactive calendar and travel management

The Singapore office runs smoothly, sa