Executive Assistant | Singapore, SG

Hays; Singapore; On-site; SGD 80,000 - 96,000; Full time

Job summary

A leading financial institution in Singapore is seeking an Office/Admin Manager to enhance overall office operations, reporting directly to the CFO. The role requires at least 8-10 years in the banking sector and involves responsibilities like facilities management, vendor oversight, and compliance with travel policies. Ideal candidates will be proactive and skilled in communication and problem-solving.

Qualifications

• 8-10 years of experience in the banking industry.
• Proficient in IT with experience in relevant software applications.
• Strong ability to manage sensitive information professionally.

Responsibilities

• Lead and oversee the Administration function.
• Manage all facilities-related requirements for office space.
• Oversee corporate travel arrangements and vendor management.

Skills

Multitasking

Confidentiality

Communication

Problem Solving

Vendor Management

Process Improvement

Tools

In-house platforms

Relevant software applications

Job description

Office/Admin Manager, up to $96,000 per annum - Banking

Your new company
You'll be working with a well-established financial institution that has built a strong presence in the APAC region, with roots in Europe. With a focus on delivering personalised service and nurturing long-term relationships, this bank prioritises stability and reliability in its dealings with clients and stakeholders.

Your new role
We are seeking a polished and service-oriented Office/Admin Manager to support the overall office operations. This role reports directly to the CFO. The ideal candidate will be proactive, detail-focused, and possess a high level of discretion and professionalism. You will be responsible for facilities management, supervising receptionist, third-party vendor management and procurement contract administration, ensuring company-wide adherence to travel policies, reviewing and approving payments to vendors and managing access cards and programme access.

Key Responsibilities:

• Administration Management
• Lead and oversee the Administration function, including direct supervision of the Receptionist and Assistant Officer (Payments).
• Facilities Management, Premises & Security
  • Manage all facilities-related requirements for office space, including lease renewal and renovation projects, as well as space planning and layout coordination.
  • Maintain security protocols, including access card administration.
  • Maintain and update the office telephone directory on the intranet.
• Reception & Mail Services
  • Establish policies and oversee the smooth operation of reception and mail services.
• Procurement & Vendor Management
  • Lead the selection and management of vendors for general office procurement.
  • Supervise procurement services to ensure cost-effectiveness and compliance.
• Travel Management
  • Oversee corporate travel arrangements, ensuring efficiency, cost-effectiveness, and compliance with company policies.
• Records Management
  • Maintain and oversee central document storage, archiving, and the outsourcing of off-site storage services.
• II. IT User Access Administration
  • Perform regular reviews and necessary adjustments to user access profiles, ensuring accuracy and compliance.
• III. Payments
  • Administer and review the payment process to ensure accuracy and completeness prior to authorisation.

What you will need to succeed

• At least 8-10 years of experience in the banking industry.
• Strong ability to multitask, set priorities, and work effectively under pressure with minimal supervision.
• Skilled in handling sensitive information with professionalism and confidentiality.
• In-depth understanding of the organization's structure, combined with a well-established internal network to enable seamless collaboration and liaison.
• Proficient in IT, with experience using in-house platforms and other relevant software applications.
• Strong problem-solving capabilities, with the ability to work independently and recommend practical solutions.
• Excellent communication skills - both verbal and written - with a clear, concise, and logical style.
• Skilled at building and managing working relationships across all levels of the organisation, as well as with external stakeholders.
• Expertise in process improvement, including the ability to analyse and redesign workflows to boost quality, efficiency, and cost-effectiveness.
• Skilled in vendor and contract management, including negotiation, performance monitoring, and setting service-level standards.

What you need to do now
If you or someone you may know may be interested in this opportunity, please do contact me on the details below for more information or send me your CV to apply now via email at [e-mail]. Alternatively, if this job opportunity is not relevant to you, feel free to share your updated CV to have a confidential discussion on the relevant openings based on your skill sets and expertise.
EA Reg Number: R2095920
EA Licence Number: 07C3924 | Company Registration No: 200609504D

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Hays Specialist Recruitment Pte Ltd, Singapore ("Hays Singapore") is one of Singapore's leading recruitment companies in recruiting qualified, profess...

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