Office Manager & Personal Assistant

Exen Resources; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Exen Resources in Singapore seeks an experienced Office Manager/Executive Assistant to oversee day-to-day operations and administrative support for a fast-paced team. The role includes procurement, liaising with landlords, and coordinating IT setup for meetings.

You will manage travel for executives, keep confidential records, and handle personal/family arrangements as needed. Fluency in English and Chinese, plus strong MS Office/meeting tool skills, are essential.

Qualifications

• Excellent interpersonal and communication skills.
• Strong written and verbal English and Chinese communication.
• Experience supporting C-suite or UHNW individuals is preferred.
• Ability to manage confidential information with discretion.

Responsibilities

• Office management including procurement and equipment maintenance.
• Liaise with landlords, building management, and cleaners.
• Manage pantry, stationery, and office supplies.
• Set up IT equipment in meeting rooms (Zoom/Teams).
• Liaise with third-party service providers and work pass vendors.
• Coordinate work pass applications, renewals, and cancellations.
• Plan team events and celebrations.
• Answer incoming calls and route inquiries appropriately.
• Arrange international travel, visas, flights, and hotels.
• Maintain records of staff data and expense claims.
• Handle mail, correspondence, and confidential records.
• Support personal/family arrangements and urgent ad-hoc duties.

Skills

Interpersonal skills

English & Chinese communication

Independent worker

Attention to detail

Tools

Microsoft Office

Zoom

Microsoft Teams

Job description

Roles and Responsibilities:

Office Management

• Point of contact for all matters pertaining to office upkeep, procurement and management of office equipment
• Liaising with landlord on tenancy agreement matters, building management for all building matters, and cleaning service provider for housekeeping services
• Manages office pantry, stationery and all other relevant office supplies
• Assist in setting up of IT equipment in meeting rooms (such as Zoom/Teams)
• Liaise and build rapport with third-party service providers (work pass specialist, corporate secretary, employee benefits, IT and telecommunication vendors and contractors)
• Liaise with corporate service provider for work pass application, renewal, and cancellation
• Events planning for team‑building activities and celebrations

Administrative Support

• Answering all incoming calls and redirecting them to appropriate party, handling caller enquiries wherever possible
• Assist in international travel arrangements, including flight, hotel accommodation and Visa applications if required
• Plan and organise business travel, including flights, accommodation, itineraries, and visas
• Maintains proper records of employees' data and filing of expense claims
• Responsible for incoming/outgoing mail and arranging of dispatch
• Manage correspondence, documentation, and personal records with strict confidentiality
• Perform any other ad‑hoc duties as assigned

Family & Personal Support

• Coordinate family logistics such as appointments, errands, and personal arrangements including school, medical, travel, and social commitments
• Assist in sourcing and managing vendors for lifestyle needs (events, gifting, repairs, etc.)
• Handle last‑minute changes and ensure seamless execution of personal/family plans

Requirements:

Experience & Background

• Minimum of 3‑4 years of relevant experience preferred
• Prior experience or background in family office, or executive PA roles preferred
• Experience supporting C‑suite executives, business owners, or UHNW/HNW individuals and their families preferred

Language & Communication Skills

• Excellent interpersonal and communication skills
• Good oral and written communication in both English and Chinese language to liaise with local and counterparts/offices based in China
• Strong written communication skills for drafting correspondence, minutes, and reports

Work Style, Personal Attributes & Technical Proficiency

• Ability to prioritize tasks while ensuring a high level of accuracy and attention to detail
• Must be a self‑starter, able to work independently on projects and tasks assigned
• High flexibility, resourceful with excellent problem‑solving skills
• High level of discretion, integrity, and ability to handle confidential/sensitive information
• Strong sense of ownership, reliability, and ability to remain composed under pressure or tight deadlines
• Will be willing and flexible to be contactable or assist outside regular office hours when required
• Proficient in Microsoft Office (Word, Excel, PowerPoint), as well as online meeting platforms (e.g. Zoom and Microsoft Teams)