Office Manager & Executive Assistant

Veeam Software, Inc.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

Vacation days

Medical plan

Dental insurance

Wellbeing allowance

Life & accident insurance

Learning resources

Job summary

Veeam Software is seeking an Office Manager & Executive Assistant to ensure smooth day-to-day operations and provide backup support to the SVP when the EA is away. The role blends office management with executive support responsibilities in a fast-paced, multinational environment.

You will coordinate facilities, manage supplies, vendor relations, travel, calendar tasks, and meeting logistics, while safeguarding confidential information with discretion and professionalism.

Qualifications

• 5+ years of experience supporting senior executives, with demonstrated experience in office management or workplace operations.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time management skills, with the ability to balance office responsibilities and requests for EA support.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, senior leaders, vendors, and external partners.
• A high level of discretion, attention to detail, and accountability when handling confidential information and following through on responsibilities.
• Experience working in a fast-paced, high-tech company or multinational environment.
• Experience coordinating office vendors, facilities services, and office-related spending.
• A proactive, service-oriented approach, with the ability to anticipate needs and resolve issues resourcefully.

Responsibilities

• Office Management — 60% of the role: Manage day-to-day office operations, ensure the office is welcoming and well-equipped, oversee kitchen and supplies, and maintain meeting-room readiness.
• Coordinate facilities and vendor services, acting as the primary contact for property management and service providers, and manage maintenance and repairs.
• Coordinate office purchasing, sourcing quotations, arranging purchases, monitoring spending, and coordinating invoices and payments with Finance and Procurement.
• Maintain office procedures and communications, keep vendor contacts and records up to date, and communicate workplace updates with relevant teams.

Skills

Executive support

Office management

Vendors coordination

Organizational skills

Communication

Discretion

High-tech environment

Calendar management

Tools

Outlook

Word

Excel

PowerPoint

Job description

Veeam is the Data and AI Trust Company, specializing in helping organizations ensure their data and AI are fully understood, secured, and resilient to enable the acceleration of safe AI at scale. As the market leader in both data resilience and data security posture management, Veeam is built for the convergence of identity, data, security, and AI risk. Headquartered in Seattle with offices in more than 30 countries, Veeam protects over 550,000 customers worldwide, who trust Veeam to keep their businesses running. Join us as we go fearlessly forward together, growing, learning, and making a real impact for some of the world’s biggest brands.

The Office Manager & Executive Assistant is responsible for ensuring smooth day-to-day office operations and assisting the Executive Assistant (EA) as and when required. The role also provides direct backup support to the SVP when the EA is on leave, ensuring continuity of executive support.

Role allocation: 60% Office Management | 40% EA Support

What You’ll Do

Office Management — 60%

• Manage day-to-day office operations. Ensure the office is welcoming, well-organized, and appropriately equipped. Oversee kitchen and office supplies, meeting-room readiness, and shared spaces to support a productive working environment.
• Coordinate facilities and vendor services. Serve as the primary contact for property management and office service providers. Coordinate maintenance, repairs, cleaning, and facility work orders, ensuring issues are addressed promptly.
• Coordinate office purchasing and expenses. Source quotations, arrange purchases, monitor office-related spending, and coordinate invoices and payment follow-ups with Finance and Procurement in line with company processes.
• Maintain office procedures and communications. Keep office information, vendor contacts, and operational records up to date. Communicate workplace updates and coordinate safety and emergency-readiness activities with the relevant teams.

EA Support — 40%

• Assist the EA as and when required. Provide administrative and logistical support based on priorities delegated by the EA, helping ensure tasks are completed accurately and on time.
• Provide backup support to the SVP when the EA is on leave. Cover calendar management, meeting coordination, travel arrangements, and urgent administrative matters during the EA’s absence. Coordinate handovers to ensure continuity of support.

What You’ll Bring

• 5+ years of experience supporting senior executives, with demonstrated experience in office management or workplace operations.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time management skills, with the ability to balance office responsibilities and requests for EA support.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, senior leaders, vendors, and external partners.
• A high level of discretion, attention to detail, and accountability when handling confidential information and following through on responsibilities.
• Experience working in a fast-paced, high-tech company or multinational environment.
• Experience coordinating office vendors, facilities services, and office-related spending.
• A proactive, service-oriented approach, with the ability to anticipate needs and resolve issues resourcefully.
• A growth mindset, curiosity, and willingness to learn new technologies, applications, and ways of working.

What You’ll Get

• 15 to 21 annual vacation days (based on role level), plus 4 extra global VeeaMe Days for self-care and 24 paid volunteer hours annually through Veeam Cares
• Private medical plan for employees and eligible dependents, including major medical, hospital, surgical, and outpatient coverage
• Dental insurance with comprehensive coverage for employees and dependents
• Annual wellbeing allowance for health and wellness support
• Life and accident insurance for added financial protection
• Opportunities to learn and grow through on-demand libraries (LinkedIn Learning, O’Reilly), mentoring, workshops, and learning events like our annual Global Day of Learning

Veeam Software is an equal opportunity employer and does not tolerate discrimination in any form on the basis of race, color, religion, gender, age, national origin, citizenship, disability, veteran status or any other classification protected by federal, state or local law. All your information will be kept confidential.