Executive Assistant - Singapore

Neara; Singapore; On-site; SGD 32,000 - 52,000; Full time

Job summary

Neara is seeking a highly organized, discreet Admin Assistant to support day-to-day office operations, events management, document handling, and cross-functional coordination for our Singapore office. This role keeps the office running smoothly for a fast-paced, global environment with attention to visitors, vendors, and sensitive materials.

The position requires strong prioritization, meticulous detail, and professionalism.

Qualifications

• Strong organizational skills with attention to detail.
• Discretion and professionalism handling confidential information.
• Excellent written and verbal English communication.
• Ability to manage multiple priorities and stakeholders.
• Experience supporting a Founder or C-suite is a plus.

Responsibilities

• Manage day-to-day office operations and front-desk coordination.
• Plan and execute events and oversee logistics in Singapore.
• Provide cross-functional administrative support across departments.
• Handle document management, filing, and courier processes.
• Back-up executive assistant tasks including calendar and travel support.

Skills

Organizational skills

Discretion

Communication

Calendar management

Front-desk experience

Tools

Google Workspace

MS Office

Job description

Administrative Assistant - Singapore

Job type: Full Time · Department: CEO's Office · Work type: On-Site

Singapore (Remote)

Admin Assistant

Location: Singapore

Type of Employment: Full-time

About the Role

We are looking for a highly organized, discreet, and proactive Admin Assistant to support day-to-day office operations, events management, document and courier handling, and cross-functional coordination for our Singapore office. This role is central to keeping the office running smoothly — from managing visitors and vendors to handling sensitive documents and supporting leadership travel. You'll work across multiple stakeholders in a fast-paced, global environment, so strong prioritization skills and sound judgment are essential.

Core Responsibilities

Office Management

• Manage day-to-day office operations, including visitor management and front-desk coordination
• Administer building and office access cards for employees, contractors, and visitors
• Track and process rental and facilities-related payments; liaise with landlords and vendors as needed
• Maintain office supplies, pantry stock, and vendor relationships (cleaning, maintenance, F&B, etc.)
• Ensure the office is a safe, well-presented, and functional environment at all times

Events Management

• Plan and execute company events, team offsites, and celebrations in Singapore
• Coordinate logistics for internal and external events, including venues, catering, and vendors
• Support regional or global events hosted out of the Singapore office

Cross-Functional Support

• Provide administrative and logistical support to Marketing, Sales, and other functions on an as-needed basis
• Assist with ad hoc projects and initiatives across departments

Document Handling & Courier Management

• Manage soft- and hard-copy document support, including filing, storage, and retrieval
• Support global compliance requirements related to document handling and record-keeping
• Manage company seals and stamps, including secure custody and authorized use
• Handle secure, confidential, and fragile items with appropriate care and protocols
• Coordinate courier pickups and deliveries, and manage stakeholders across departments and external parties

Back-Up Support for Executive Assistant

• Serve as back-up for the Founder's calendar management during EA absence or overflow periods
• Support Founder's travel arrangements and expense reimbursements
• Coordinate travel logistics for leadership visiting the Singapore office

What We're Looking For

• 5+ years of experience in an office administration, front-desk, or executive support role
• Strong organizational skills with excellent attention to detail
• Ability to manage multiple priorities and stakeholders in a fast-paced environment
• Discretion and professionalism when handling confidential information and documents
• Strong written and verbal communication skills in English
• Proficiency with common office and productivity tools (e.g., Google Workspace, MS Office)
• Prior experience supporting a Founder, C-suite executive, or senior leadership team is a plus
• Comfortable stepping into a back-up EA capacity when needed, with the flexibility to handle sensitive calendar and travel matters