Executive Support & Office Manager

onyx capital apac pte. ltd.; Singapore; Presencial; SGD 42.000 - 66.000; Jornada completa

Descripción de la vacante

onyx capital apac pte. ltd. seeks a proactive office administrator to oversee the Singapore office. The role covers office operations, executive and HR administrative support, and employee engagement, collaborating with local management and London HQ for smooth processes.

The ideal candidate has 3+ years in office administration, strong communication, and proficiency with Microsoft 365. This full-time position requires independent work and meticulous attention to confidentiality.

Formación

• Minimum 3 years of experience in office administration, facilities coordination, vendor management, or executive support.
• Experience in a multinational environment is preferred.
• Proficiency with Microsoft 365 and related productivity tools.

Responsabilidades

• Provide executive support: calendar management, meeting coordination, travel arrangements, and correspondence across time zones.
• Oversee daily office operations, facilities, vendor relationships, procurement, and renewals.
• Support HR administration, onboarding/offboarding, employee records, and engagement activities.
• Coordinate with London HQ and local management to ensure smooth operations.

Conocimientos

Strong communication

Interpersonal skills

Time management

Organizational skills

Herramientas

Microsoft 365

Descripción del empleo

Position Overview

We are seeking a proactive and hands-on individual to oversee the daily operations of our Singapore office. The role encompasses office management, executive and HR administrative support, and employee engagement, working closely with local management and London HQ to ensure smooth and efficient business operations.

Key Responsibilities

1. Executive & Business Support

• Provide executive support to senior management, including calendar management, meeting coordination, correspondence, and follow-up actions across different time zones.
• Coordinate business travel arrangements, including flights, accommodation, transportation, visa applications, itineraries, and expense claims.
• Prepare meeting materials, reports, and confidential documentation, serving as a trusted point of contact for internal and external stakeholders.
• Assist with personal administrative matters where required, including appointments, and other executive support tasks.

2. Office & Facilities Management

• Oversee daily office operations, including facilities maintenance, office supplies, workspace planning, access arrangements, and workplace improvement projects.
• Manage relationships with landlords, building management, and service providers, including procurement, contracts, and renewals.
• Maintain a safe, efficient, and welcoming workplace, ensuring smooth service delivery and compliance with company policies and local requirements.

3. HR, Finance & Business Administration

• HR & Employee Experience: Support Group HR with recruitment coordination, onboarding, offboarding, employee records, leave administration, and the planning and execution of employee engagement activities.
• Employee Relocation: Coordinate employee relocation, visa and work pass applications, accommodation, and related arrangements to ensure a smooth transition.
• Finance: Support banking-related administrative matters, vendor payments, monthly expense reporting, budget tracking, and cost allocation in collaboration with the Finance team.
• Business Administration: Liaise with London HQ and cross-functional teams on administrative matters, including the planning and coordination of corporate events, executive visits, and business functions.

Requirements

• Minimum 3 years of experience in office administration, facilities coordination, vendor management, or executive support, preferably within a multinational environment.
• Proficiency in Microsoft 365 applications, with good organisational and time management skills.
• Strong communication and interpersonal skills, with a service-oriented approach to managing stakeholders.
• Ability to work independently, exercise sound judgement, and handle confidential information with discretion.