Office Administration/Executive Assistant

Unearthed Productions Private Ltd; Singapore; On-site; SGD 46,872 - 73,656; Full time

Job summary

Unearthed Productions is seeking an Office Administrator & Executive Assistant who thrives on organisation and enjoys helping others succeed. This varied role combines office operations, executive support, employee engagement, and administration into one dynamic position, supporting the CEO and leadership team in Singapore.

The role covers calendar management, briefing material preparation, confidential handling, facilities, IT assets, vendor payments, and People & Culture support, with a focus

Qualifications

• 2-5 years of experience in Office Administration, Executive Assistance, Office Management, or a similar administrative role.
• Experience supporting senior leaders or executives is highly regarded.
• Familiarity with Google Drive, Xero, QuickHR, or similar finance and HR systems is an advantage.

Responsibilities

• Provide day-to-day administrative support to the CEO and COO, helping manage priorities, anticipate needs, and keep the leadership team running efficiently.
• Prepare briefing materials, decision documents, and summaries that help leadership make faster, better-informed decisions.
• Assist with internal and external communications, including company announcements, presentations, and town halls.
• Coordinate meetings, calendars, meeting rooms, and business travel arrangements across the group where required.
• Prepare meeting notes, agendas, follow-up actions, and other documentation as needed.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgement.
• Monitor budgets relating to employee welfare, office administration, and general operational expenses.
• Reconcile the company credit card and expense claims, track spend against budget, and flag anomalies or recurring charges for review.
• Monitor software and subscription spend, identifying unused or duplicate services and cost-saving opportunities.
• Support invoice processing, reimbursements, and vendor payment coordination with the finance function.
• Maintain organised, accurate, and up to date financial and administrative records.
• Support employee engagement initiatives, employer branding activities, and internal communications.
• Organise employee welfare programmes, celebrations, and team activities that contribute to a positive workplace culture.
• Assist the People & Culture team with Learning and Development tracking and coordination.
• Administer and oversee staff benefits operations.
• Support onboarding and offboarding logistics for new and departing staff.
• Help create an environment where people feel supported, connected, and proud to be part of Unearthed Productions.
• Manage the day-to-day operations of the office, ensuring a professional, organised, and welcoming environment for employees and visitors.
• Be the first point of contact for visitors, deliveries, phone calls, and general enquiries.
• Maintain office facilities, equipment, records, and administrative systems so everything runs smoothly.
• Manage office supplies, pantry stock, welfare items, and vendor relationships, keeping resources well maintained.
• Coordinate maintenance, repairs, and office-related services where required.
• Manage the company's IT assets and equipment, including procurement, leasing, deployment, and lifecycle tracking of laptops and devices.
• Maintain an accurate asset register and coordinate device setup, hand-back, and transfers between staff.
• Administer software subscriptions, licences, and user access, coordinating with IT and external providers.
• Build and maintain trackers, dashboards, and shared documentation that serve as a single source of truth for operational data.
• Support data and file management across the company's shared drive and knowledge base systems.
• Provide general administrative support across the business, including liaison with internal stakeholders and external parties.
• Identify, track, and administer government grants across multiple markets, preparing and maintaining documentation and liaising with authorities and consultants.
• Support compliance and sustainability initiatives, including certification and reporting requirements.
• Coordinate with vendors and external advisors, including legal counsel, on agreements and operational matters.
• Assist with ad hoc projects and operational initiatives as assigned by the CEO or COO.
• Continuously look for opportunities to improve administrative processes, increase efficiency, and enhance the employee experience

Skills

Organisation

Time management

Communication

Attention to detail

Independent working

Microsoft Office

Google Workspace

Interpersonal skills

Education

Diploma or Degree in Business Administration or related field

Tools

Google Drive

Xero

QuickHR

Job description

About Us

At Unearthed Productions, we don't just organise event, we engineer WOW. Behind every unforgettable experience is a team that keeps everything running smoothly. We're looking for an Office Administrator & Executive Assistant who thrives on organisation, enjoys helping others succeed, and takes pride in creating a workplace where people genuinely enjoy coming to work. This is a varied role that combines office operations, executive support, employee engagement, and administration into one dynamic position.

You'll work closely with our CEO and leadership team to keep the business running efficiently while helping foster a positive, organised, and people-first culture. No two days are ever quite the same, so we're looking for someone who’s adaptable, proactive, and happy to roll up their sleeves wherever needed.

If you're someone who loves bringing order to chaos, enjoys supporting people, and finds satisfaction in keeping things running behind the scenes, we'd love to hear from you

What You'll Do

Executive Support

• Provide day-to-day administrative support to the CEO and COO, helping manage priorities, anticipate needs, and keep the leadership team running efficiently.
• Prepare briefing materials, decision documents, and summaries that help leadership make faster, better-informed decisions.
• Assist with internal and external communications, including company announcements, presentations, and town halls.
• Coordinate meetings, calendars, meeting rooms, and business travel arrangements across the group where required.
• Prepare meeting notes, agendas, follow-up actions, and other documentation as needed.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgement.

Finance & Expense Administration

• Monitor budgets relating to employee welfare, office administration, and general operational expenses.
• Reconcile the company credit card and expense claims, track spend against budget, and flag anomalies or recurring charges for review.
• Monitor software and subscription spend, identifying unused or duplicate services and cost-saving opportunities.
• Support invoice processing, reimbursements, and vendor payment coordination with the finance function.
• Maintain organised, accurate, and up to date financial and administrative records.

People & Culture Support

• Support employee engagement initiatives, employer branding activities, and internal communications.
• Organise employee welfare programmes, celebrations, and team activities that contribute to a positive workplace culture.
• Assist the People & Culture team with Learning and Development tracking and coordination.
• Administer and oversee staff benefits operations.
• Support onboarding and offboarding logistics for new and departing staff.
• Help create an environment where people feel supported, connected, and proud to be part of Unearthed Productions.

Office Administration & Facilities

• Manage the day-to-day operations of the office, ensuring a professional, organised, and welcoming environment for employees and visitors.
• Be the first point of contact for visitors, deliveries, phone calls, and general enquiries.
• Maintain office facilities, equipment, records, and administrative systems so everything runs smoothly.
• Manage office supplies, pantry stock, welfare items, and vendor relationships, keeping resources well maintained.
• Coordinate maintenance, repairs, and office-related services where required.

IT, Asset & Systems Management

• Manage the company's IT assets and equipment, including procurement, leasing, deployment, and lifecycle tracking of laptops and devices.
• Maintain an accurate asset register and coordinate device setup, hand-back, and transfers between staff.
• Administer software subscriptions, licences, and user access, coordinating with IT and external providers.
• Build and maintain trackers, dashboards, and shared documentation that serve as a single source of truth for operational data.
• Support data and file management across the company's shared drive and knowledge base systems.

Business & Operations Support

• Provide general administrative support across the business, including liaison with internal stakeholders and external parties.
• Identify, track, and administer government grants across multiple markets, preparing and maintaining documentation and liaising with authorities and consultants.
• Support compliance and sustainability initiatives, including certification and reporting requirements.
• Coordinate with vendors and external advisors, including legal counsel, on agreements and operational matters.
• Assist with ad hoc projects and operational initiatives as assigned by the CEO or COO.
• Continuously look for opportunities to improve administrative processes, increase efficiency, and enhance the employee experience

What We’re Looking For

Experience

• 2-5 years of experience in Office Administration, Executive Assistance, Office
• Management, or a similar administrative role.
• Experience supporting senior leaders or executives is highly regarded.
• Familiarity with Google Drive, Xero, QuickHR, or similar finance and HR systems is an advantage.

Skills

• Excellent organisational and time management skills with the ability to juggle multiple priorities.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Comfortable working independently while knowing when to seek guidance.
• Confident using Microsoft Office and Google Workspace applications.
• Strong interpersonal skills with a naturally approachable and service-oriented attitude.

Education

A Diploma or Degree in Business Administration, Human Resources, Communications, or a related discipline is welcomed. More importantly, we're looking for someone who is organised, dependable, and enjoys supporting people.

You’ll Probably Be a Great Fit If You…

• Love keeping things organised and making life easier for the people around you.
• Enjoy variety and don't mind switching between different tasks throughout the day.
• Take ownership of problems and quietly get things done without needing to be asked twice.
• Have a positive attitude and enjoy creating a welcoming workplace for both colleagues and visitors.
• Can be trusted with confidential information and sensitive conversations.
• Like being the person everyone relies on to keep the office running smoothly.
• Believe that great workplaces are built through thoughtful details, strong relationships, and a genuine willingness to help.