EXECUTIVE SECRETARY CUM OFFICE ADMIN

ID INTEGRATED PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading integrated services company is seeking an Executive Assistant cum Office Admin to provide high-level administrative support. This role includes managing the MD's schedule, preparing reports, and overseeing daily office operations. Candidates should possess excellent organizational skills and the ability to handle multiple responsibilities efficiently. Confidentiality and discretion are essential. The position will also involve liaising with internal and external contacts, organizing company events, and managing office supplies.

Qualifications

• Extensive experience in administrative support.
• Proficient in drafting business correspondence and documents.
• Capable of managing executive schedules and travel arrangements.

Responsibilities

• Support MD with daily tasks and manage his schedule.
• Prepare meeting agendas and documentation.
• Liaise with clients and vendors as required.
• Oversee office operations and supplies management.
• Assist with company events and marketing tasks.

Skills

Organizational skills

Discretion

Ability to handle multiple responsibilities

Job description

Job Description

The Executive Assistant cum Office Admin provides high-level administrative support to executives while managing the daily operations of the office. This dual role requires excellent organizational skills, discretion, and the ability to handle multiple responsibilities efficiently. The candidate will serve as a key point of contact between management, staff, clients, and vendors.

Job Scope and Responsibilities

Executive Secretary Duties

• Work directly with the MD’s to support all aspects of his daily work routine.
• Prepare meeting agendas, minutes, and action trackers; follow up on deliverables.
• Draft correspondence, reports, presentations, and briefing documents.
• Manage and maintain the MD’s schedule, appointments, and travel arrangements.
• Act as the point of contact between the manager and internal/external clients.
• Handle confidential information with discretion.
• Assist with personal errands and tasks as required by the MD.
• Process expense claims and ensure timely, accurate documentation.
• Other additional and / or alternative duties as assigned from time to time, including supporting other team members or Executives as needed.

Office Admin Support

• Oversee daily office operations and ensure a well-organized work environment.
• Manage office supplies and inventory; place order as necessary, and facilities maintenance.
• Prepare meeting materials, equipment & refreshments for guests.
• Screen and prioritize incoming correspondence, emails, and phone calls.
• Prepare memos and documentation as needed for office.
• Liaise with vendors, service providers, and clients.
• Assist in general administration matters and IT matters.
• Assist in planning and coordinating company events and functions.
• Assist in search and purchase of marketing items from Online shopping, Taobao, Shopee etc.
• Handle ad‑hoc projects and ANY tasks as assigned by management, including different entities related to management.