Executive Secretary – Office Management

Hilton; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading global hospitality company in Singapore is seeking an experienced Executive Secretary for its Area Office. This role involves office operations coordination, vendor management, and providing administrative support. Ideal candidates should have over 10 years of experience in office management, proficiency in Microsoft Office, and strong communication skills. The position is full-time and offers a dynamic office environment.

Qualifications

• 10+ years of experience in office management or secretarial roles, preferably in an MNC.
• Strong attention to detail and disciplined execution.
• Excellent written and verbal communication skills.
• Excellent communication skills – both written and verbal.
• A proactive, positive attitude and a collaborative spirit.

Responsibilities

• Liaise with building management on office matters.
• Maintain desk allocation and support attendance reporting.
• Manage vendor relationships for contracts and supplies.

Skills

Office management experience

Attention to detail

Microsoft Office proficiency

Excellent communication skills

Proactive attitude

Job description

Overview

Are you a highly organized professional who thrives on keeping operations smooth and efficient behind the scenes?

As an Executive Secretary - Office Management, you will play a key role in supporting our Singapore Area Office (SAO) and the South East Asia (SEA) Regional Office. Reporting to the Personal Assistant to the President – Asia Pacific / Office Manager, you will be the primary contact for office coordination, vendor management, and team support.

This is a fully office-based role, ideal for someone who enjoys being at the centre of activity and excels in a hands-on, fast-paced environment.

How You Will Make An Impact

Your role is important, and below are some of the fundamental job duties, including but not limited to:

Office Operations & Coordination

• Liaise with building management on office and facility matters
• Maintain fixed and hot desk allocation using the CollectiveView and Robin systems
• Support weekly and monthly office attendance reporting
• Coordinate the running of “The Social” with vendors like Conrad Singapore Marina Bay and King’s Cart
• Ensure office cleanliness and readiness with the reception team
• Manage vendor relationships for contracts, maintenance, and supplies
• Ensure the reception team maintains stationery and grocery stock levels, purchase orders, and invoices verification
• Ensure the reception team completes the onboarding/offboarding of new joiners/leavers

Administrative Support

• Ensure the reception team accurately updates the General Manager's database and the Regional Offices' contact lists
• Maintain General Managers' email distribution lists in the Global Address Book
• Ensure bookable offices are accurately booked/utilized
• Provide receptionist coverage when needed
• Assist with ad-hoc tasks assigned by the Office Manager

Relationship Management

• Foster strong working relationships with internal teams and external vendors
• Be a reliable point of contact for office-related queries and coordination

Why You’ll Be A Great Fit

You Have These Minimum Qualifications

• Minimum 10 years of experience in office management or secretarial roles, preferably in an MNC environment
• Strong attention to detail and disciplined execution
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Excellent communication skills – both written and verbal
• A proactive, positive attitude and a collaborative spirit

What It Is Like Working For Hilton

Hilton, the #1 World’s Best Workplace, is a leading global hospitality company with a diverse portfolio of world-class brands. Dedicated to filling the earth with the light and warmth of hospitality, we have welcomed more than 3 billion guests in our more-than 100-year history. Hilton is proud to have an award-winning workplace culture and we are consistently named among one of the World’s Best Workplaces. Check out the Hilton Careers blog and Instagram to learn more about what it’s like to be on Team Hilton!

Work Location

Hilton - Area Office - Singapore

Schedule

Full-time

Brand

Hilton Corporate

Shift

Day Job

Job Level

Team Member

Job

Administrative