Officer - Administration (Singapore)

Khazna Data Centers; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

Khazna Data Centers, a leader in data center solutions in Singapore, seeks an Officer – Administration to support the Office Leader. This role includes organizing office activities, managing schedules, coordinating travel, and requiring excellent communication skills. Candidates should have proven experience in high-level administrative roles and proficiency in Microsoft Office.

Qualifications

• Proven experience as an Administration Officer or Executive Assistant.
• Experience in a corporate offshore entity is preferred.
• Ability to manage multiple priorities and strong relationship-building skills.

Responsibilities

• Manage the executive’s calendar and coordinate travel arrangements.
• Serve as a liaison between the Office Leader and stakeholders.
• Handle confidential information with discretion.

Skills

Verbal communication

Written communication

Organizational skills

Stakeholder management

Administrative coordination

Tools

Microsoft Office

Job description

Founded in 2012, Khazna Data Centers is a leading provider of state-of-the-art data center solutions. With a focus on innovation and cutting-edge technology, Khazna specializes in hyperscale wholesale data centers that are at the forefront of enabling AI and other emerging technologies.

We are looking for an Officer – Administration to join our growing team in Singapore. The primary intent of the Officer – Administration position is to provide a full range of top-level executive support to the Office Leader that includes correspondence and communication, calendar management, end to end travel arrangements, research activities etc. Whilst upholding a strict level of confidentiality, the Officer – Administration shall work independently and provide administrative assistance by organising, coordinating, and overseeing the management of the Singapore office, with little or no supervision.

Some of the key responsibilities are as below, but not limited to:

1. Work directly with the Office Leader and team to support all aspects of their daily work routine.
2. Manage the executive’s calendar, scheduling meetings, appointments, and conference calls, while ensuring priorities are met.
3. Coordinate and organize travel arrangements (regional and international), including flights, accommodations, and itineraries.
4. Serve as a liaison between the Office Leader, staff, and external stakeholders. This includes receiving and screening visitors, answering a variety of questions with tact and diplomacy, taking messages, and communicating them appropriately for resolution.
5. Handle and prioritize all outgoing or incoming correspondence as first point of contact
6. Assist with the preparation of meeting agendas, presentations, and materials, and ensure that the executive is well-prepared for meetings.
7. Draft and circulate minutes of meetings and ensure closure of open items by regular follow up.
8. Handle confidential information with the highest level of discretion and professionalism.
9. Coordinate and manage special events, meetings, and conferences, including handling logistics, vendors, and budget management.
10. Manage the office including overseeing daily activities, handling office lease matters, managing equipment and supplies, and ensuring a secure and comfortable work environment for all employees.

Minimum eligibility requirements and key competencies:

1. Proven experience as an Administration Officer, Executive Assistant or in a similar high-level administrative role
2. Previous experience in a dynamic work environment in a corporate offshore entity (Southeast Asia HQ) would be an added advantage. Regular liaison with overseas HQ experience is strongly preferred
3. Excellent verbal and written communication skills with strong ability to build relationship with international colleagues of diverse culture
4. Hands-on experience in being organised and simultaneously managing multiple priorities in areas of stakeholder management, office management, travel arrangements and administrative coordination and tactful follow ups is mandatory
5. Proficient in the entire Microsoft Office suite is a must