Office Support Admin Executive (Raffle Places)

PERSOL SINGAPORE PTE. LTD.; Singapore; On-site; SGD 61,000 - 73,000; Full time

Job summary

PERSOL Singapore Pte Ltd is seeking a proactive executive support and events coordinator in Singapore, to manage corporate events, meetings and business hospitality, and to provide diary management and travel coordination for the Singapore Leadership Team.

You will handle travel bookings, visas, itinerary planning, meetings, vendor liaison, and office operations, with accommodations for after-hours communications across time zones.

Qualifications

• Degree in Business Administration, Office Management or a related field.
• Experience in executive support, office administration, event coordination, or business support functions.
• Strong organisational and multitasking skills with the ability to manage competing priorities.

Responsibilities

• Coordinate and manage corporate events, meetings, conferences, and business hospitality activities.
• Provide proactive diary and calendar management support for the Singapore Leadership Team.
• Coordinate domestic and international travel arrangements, including itinerary planning and travel bookings.
• Manage travel-related documentation, including business visa applications and passport renewal coordination where required.
• Organise meetings, including scheduling, agenda preparation, supporting materials, catering arrangements, and meeting room bookings.
• Coordinate video and audio conferencing arrangements and liaise with IT support when necessary.
• Maintain accurate records relating to meetings, travel, and executive support activities.
• Provide day-to-day administrative support including filing, scanning, printing, document preparation, and records management.
• Handle incoming and outgoing correspondence and direct communications appropriately.
• Welcome visitors and provide reception and office support when required.
• Coordinate office services and ensure timely processing of invoices and payments with the Accounts Payable team.
• Collaborate with regional and international colleagues to support business operations and administrative initiatives.

Skills

Event coordination

Executive support

Travel coordination

Office administration

Education

Bachelors in Business Administration/Office Management or related

Tools

Video conferencing

MS Office

Job description

Salary

Salary: UP to $6,000 per month

Location

Location: Raffles Place, Singapore

Working Hours

Monday to Friday, office hours

Candidates should be flexible to support meetings or communications outside regular Singapore business hours when required, as the role may involve coordination with colleagues and stakeholders across different time zones.

Key Responsibilities

Event Management

• Coordinate and manage corporate events, meetings, conferences, and business hospitality activities.
• Partner with internal stakeholders to understand event requirements and ensure successful execution.
• Arrange venues, catering, logistics, accommodations, and event materials as required.
• Provide on-site and administrative support for events, conferences, and business meetings.

Executive Support and Travel Coordination

• Provide proactive diary and calendar management support for the Singapore Leadership Team.
• Coordinate domestic and international travel arrangements, including itinerary planning and travel bookings.
• Manage travel-related documentation, including business visa applications and passport renewal coordination where required.
• Process expense claims and maintain related records.
• Organise meetings, including scheduling, agenda preparation, supporting materials, catering arrangements, and meeting room bookings.
• Coordinate video and audio conferencing arrangements and liaise with IT support when necessary.
• Maintain accurate records relating to meetings, travel, and executive support activities.

Office Administration and Operations

• Provide day-to-day administrative support including filing, scanning, printing, document preparation, and records management.
• Handle incoming and outgoing correspondence and direct communications appropriately.
• Serve as a key point of contact for office vendors, service providers, and building management.
• Coordinate office services and ensure timely processing of invoices and payments with the Accounts Payable team.
• Welcome visitors and provide reception and office support when required.
• Manage office supplies, equipment, furniture, and facilities requirements.
• Monitor office conditions and coordinate maintenance and repair works where necessary.
• Support workplace health, safety, and security initiatives to maintain a professional and productive office environment.
• Liaise with IT teams regarding office equipment, technology requirements, and related support.
• Coordinate office activities and initiatives to promote operational efficiency.
• Collaborate with regional and international colleagues to support business operations and administrative initiatives.

Requirements

• Degree in Business Administration, Office Management or a related field.
• Relevant experience in executive support, office administration, event coordination, or business support functions.
• Strong organisational and multitasking skills with the ability to manage competing priorities.

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PERSOL Singapore Pte Ltd - RCB No. 200007268E - EA License No. 01C4394 - EA Registration No. R23117223 (Poh Siew Ling)