Office Assistant

QSC APAC PTE. LTD.; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading international firm in Singapore is seeking a highly organized Office Assistant to manage administrative support for the VP of APAC. Key responsibilities include scheduling, travel coordination, and general office management. The ideal candidate has at least 1 year of relevant experience, proficiency in MS Office, and strong communication skills. This role ensures smooth daily operations, handles confidential information, and contributes to team events.

Qualifications

• Minimum 1 year of experience in an administrative or office assistant role.
• Strong communication skills and ability to handle confidential information.
• Proficient in Microsoft Office applications.

Responsibilities

• Provide secretarial support to the VP of APAC.
• Manage travel arrangements and expense reports.
• Coordinate team meetings and office events.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Confidentiality

Tools

MS Office Suite

Job description

We are seeking a highly organized and proactive Office Assistant to provide comprehensive administrative and secretarial support to the VP of APAC, as well as general office management duties. The role will ensure smooth day-to-day operations of the office by handling scheduling, travel coordination, expense management, and office administration tasks.

ESSENTIAL/CORE DUTIES

Executive Support (to VP)

• Provide secretarial support to the VP of APAC, including proactive and reactive calendar management and scheduling.
• Coordinate, prepare, and follow up on meetings (agendas, minutes, materials, and logistics).
• Manage travel arrangements (flights, hotels, ground transport, visas, itineraries).
• Prepare and process expense reports in a timely and accurate manner.
• Handle confidential information with discretion and professionalism.

Office Administration

• Manage purchase orders (POs) for office-related expenses.
• Monitor pantry supplies and place refill orders as required.
• Supervise office cleaner and ensure cleanliness and upkeep of the office.
• Act as point of contact with building management and vendors (courier, supplies, maintenance, IT support).
• Coordinate office facility requests (repairs, aircon, lighting, access cards).
• Handle incoming/outgoing mail and courier services.
• Maintain and arrange servicing of office equipment (printers, copiers, etc.).

General Administrative Support

• Assist in organizing team meetings, workshops, and office events (catering, logistics, materials).
• Support new hire onboarding (workstation setup, welcome kits, access cards).
• Maintain office files, databases, and records.
• Ensure compliance with office policies and procedures.
• Perform other administrative duties as assigned.

JOB REQUIREMENTS & QUALIFICATIONS

• Minimum 1 year of experience in an administrative or office assistant role.
• Strong organizational and multitasking skills with attention to detail.
• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong interpersonal and communication skills.
• Ability to maintain confidentiality and professionalism.