Office Administrator and Executive Assistant

Novotech; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Novotech is seeking an organized Office Administrator & Executive Assistant to Legal Counsel in Singapore. The role combines executive support for the Legal function with broad office administration, requiring discretion and strong judgement.

You will manage diaries, prepare materials, coordinate meetings and assist with contracts, records and vendor coordination. The position suits an experienced EA or Legal Secretary who values confidentiality and efficiency.

Qualifications

• Diploma or degree preferred in Business Administration, Legal Studies or Secretarial Studies.
• Approximately 5+ years of relevant EA/Office Admin experience in multinational/professional services.
• Experience with MS 365 and document management systems is advantageous.

Responsibilities

• Provide high-quality executive and administrative support to the Legal Counsel, including diary management and scheduling.
• Coordinate internal/external meetings with agendas, materials and follow-up actions.
• Manage contracts, legal documents, approvals and maintain organized legal files.
• Assist with invoice processing and coordination with Finance.
• Support Corporate Secretarial board meeting coordination and ad hoc projects.

Skills

Organisation

Discretion

Attention to detail

Proactivity

Communication

Adaptability

Ownership mindset

Professionalism

Education

Diploma or degree in Business Administration / Legal Studies / Secretarial Studies

Tools

Microsoft 365

Job description

About the Role

We are seeking a highly organised, proactive and resourceful Office Administrator & Executive Assistantto Legal Counselto provide comprehensive executive and administrative support to our Legal function while overseeing the smooth day-to-day operations of the office.

This is a varied, hands-on role requiring strong judgement, discretion and attention to detail. The successful candidate will be comfortable managing confidential and sensitive information, coordinating multiple priorities and working with senior stakeholders across the organisation.

The role would suit an experienced Executive Assistant, Legal Secretary or Office Administrator who enjoys combining executive support responsibilities with broader office coordination.

Key Responsibilities

Executive & Legal Administrative Support

• Provide high-quality executive and administrative support to Legal Counsel, including diary management, meeting coordination and scheduling.
• Manage correspondence, documents, presentations and other materials, ensuring accuracy and confidentiality.
• Coordinate internal and external meetings, including preparation of agendas, supporting materials and follow-up actions.
• Assist with the administration and tracking of contracts, legal documents, agreements and approvals.
• Maintain well-organised electronic and physical legal files and records.
• Support document execution, signatures and circulation, including through electronic signature platforms such as DocuSign or Adobe Acrobat Sign.
• Coordinate with external legal counsel, corporate secretarial firms, vendors and other professional service providers.
• Assist with invoice processing, legal expense tracking and administrative coordination with Finance.
• Support Legal Counsel with coordination of Corporate Secretarial Board Meetings and ad hoc projects, research coordination and preparation of internal documentation.
• Handle confidential and commercially sensitive information with a high degree of discretion.

Office Administration

• Oversee the smooth day-to-day running of the office and act as a key point of contact for general office matters.
• Coordinate office supplies, equipment, facilities, maintenance and vendor relationships.
• Liaise with building management and external service providers as required.
• Coordinate meeting rooms, office access, couriers, deliveries and other workplace requirements.
• Support travel arrangements, accommodation and meeting logistics where required.
• Assist with onboarding and offboarding logistics, including workstation preparation, access arrangements and necessary office coordination.
• Support office events, employee activities, leadership visits and internal meetings and any adhoc administrative requests.
• Maintain administrative records, office contracts and vendor documentation.
• Identify opportunities to improve administrative processes and overall office efficiency.

Qualifications & Experience

• Diploma or degree in Business Administration, Legal Studies, Secretarial Studies or a related discipline preferred.
• Approximately 5+ years of relevant experience in an Executive Assistant, Legal Secretary, Legal Administrator or senior Office Administrator capacity.
• Experience within a multinational, professional services, life sciences, technology or other corporate environment would be beneficial.
• Strong proficiency in Microsoft 365, particularly Outlook, Word, Excel, PowerPoint and Teams.
• Familiarity with document management, electronic signature or contract management systems would be advantageous.

Skills & Attributes

The successful candidate will demonstrate:

• Exceptional organisation: Able to manage multiple priorities, deadlines and stakeholders with minimal supervision.
• Discretion and judgement: Comfortable handling highly confidential legal, corporate and employee-related information.
• Attention to detail: Strong accuracy across documents, schedules, correspondence and record keeping.
• Proactivity: Anticipates requirements and resolves issues before they become problems.
• Strong communication: Professional and confident in dealing with senior executives, employees, external counsel and vendors.
• Adaptability: Comfortable working across both executive support and hands-on office administration.
• Ownership mindset: Willing to step in, solve problems and ensure things get done.
• Professionalism: Calm, dependable and composed when managing competing priorities or sensitive matters.