Office Administrator

Cé La Vi; Singapore; On-site; SGD 45,000 - 63,000; Full time

Job summary

Cé La Vi is seeking an Office Administrator who will split responsibilities between running a busy office and providing confidential support to the CEO. You will manage diary and travel, coordinate meetings, and oversee visitors, vendors and office operations from our Singapore hub.

In this role you will work closely with Human Resources and collaborate with teams across departments to ensure a smooth, professional environment and timely communication.

Qualifications

• Experience in office administration or executive support.
• Highly organised and detail‑oriented with ability to manage competing priorities.
• Discretion with confidential information.
• Proficient in Microsoft 365 and Teams; comfortable using Copilot and other AI tools.
• Clear written and verbal communication; able to interact with colleagues at all levels.

Responsibilities

• Oversee daily office operations to maintain a professional, welcoming environment.
• Manage stationery, supplies, vendor coordination and office maintenance.
• Welcome visitors, handle inquiries, manage meeting rooms and mail deliveries.
• Maintain office records, contact lists, evacuation registers and drills with building management.
• Coordinate staff activities, celebrations and office announcements; support onboarding and training arrangements.
• Manage CEO's diary, briefings and travel arrangements; prepare materials and follow up on actions.

Skills

Executive support

Office administration

Tools

Microsoft 365

Teams

Copilot

Job description

THE ROLE

Every great venue has a team behind it, and every CEO needs someone they can trust. As Office Administrator, you'll split your time evenly between running the office visitors, suppliers, safety, staff celebrations and providing proactive, confidential support to our Chief Executive Officer, from diary and travel to briefing notes and follow-ups. You'll sit within Human Resources and work with every department at a home-grown brand that started in Singapore and now operates around the world.

YOU'RE THE ONE WE'RE LOOKING FOR IF YOU...

• Have experience in office administration or executive support (hospitality experience is a bonus)
• Stay highly organised and detail-focused while balancing competing priorities
• Handle sensitive information with complete discretion
• Are confident working with colleagues at every level, from teams to senior leaders
• Communicate clearly and warmly, in writing and in person
• Are proficient in Microsoft 365 and Teams, and comfortable using Copilot and other approved AI tools
• Take ownership and follow tasks through to completion

DAY TO DAY

OFFICE ADMINISTRATION — 50%

• Oversee daily office operations, maintaining a professional, organised and welcoming environment.
• Manage stationery, pantry supplies, uniforms and gym passes; coordinate purchasing, suppliers and office maintenance.
• Welcome visitors, handle enquiries, manage meeting rooms and arrange mail, deliveries and courier services.
• Maintain office records, contact lists and the fire evacuation register; support evacuation drills and roll calls with building management and designated fire wardens.
• Coordinate staff activities, celebrations, recognition initiatives, seasonal decorations and office announcements.
• Support onboarding and training arrangements, printing, filing, expense records and general administration.

CEO SUPPORT — 50%

• Manage the CEO’s diary, prioritise appointments, resolve scheduling conflicts and provide daily schedule briefings.
• Prepare meeting materials, review AI-generated meeting notes for accuracy, circulate agreed actions and follow up on deadlines.
• Handle enquiries and draft authorised correspondence on the CEO’s behalf with professionalism and discretion.
• Arrange flights, accommodation, transfers and detailed travel itineraries.