Senior Admin Executive cum Personal Assistant

Nava Bharat (Singapore) Pte Ltd; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking an Administrative Support and Personal Assistant to the Group CEO. The ideal candidate will be responsible for coordinating office activities, managing schedules, and ensuring smooth operations in a fast-paced environment. Applicants must possess a Bachelor's degree and have at least 5 years of relevant experience, demonstrating strong interpersonal skills and attention to detail. This role offers a dynamic work environment and requires adaptability to various time zones and operational needs.

Qualifications

• 5 years of relevant office experience, providing support to C-suite executives.
• Proactive and strong attention to detail.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage office documentation and administrative tasks.
• Coordinate travel arrangements and schedule management for executives.
• Prepare materials for meetings and liaise with stakeholders.

Skills

Interpersonal skills

Coordination skills

Communication skills

Multitasking

Problem-solving

Attention to detail

Discretion

Education

Bachelor's degree or higher

Job description

Responsibilities:

Administrative Support:

• Maintain and manage office documentation, filing systems, general administrative tasks.

• Process expense claims, invoices, and various administrative paperwork accurately and on time.

• Liaise with IT and facilities teams to ensure proper office maintenance and timely technical support.

• Provide general support includes providing administrative support to sales, finance and HR teams as Medirequired.

• Ensure a clean, organized, and efficient working environment.

• Liaise with vendors, service providers, and office staff to ensure smooth office operations.

• Coordinate travel agency, courier, insurance agencies, and provide general administrative support.

• Manage and maintain office supplies, equipment, stationery, pantry and other resources.

• Source for venues for meetings and or other internal events.

• Handle purchasing including but not limited to calling for quotations, negotiations, etc.

• Answer customer email queries, if any.

Executive Support:

• Plan and coordinate daily business and personal schedules, ensuring proper preparations.

• Handle travel arrangements for the office staff– flight reservation, hotel accommodation, visa applications etc.

• Assist in organizing company meetings, board meetings, corporate events, and company-level projects.

• Prepare agenda, presentation decks, and briefing materials for meetings and board sessions.

• Act as a liaison between the Group CEO and other team members, clients, and stakeholders.

• Manage and follow up on tasks assigned by the C-Suite.

Personal Assistance

• Support Chairman / Group CEO in handling personal affairs, including schedule management and family.

• Handle personal travel arrangements – flight reservation, hotel accommodation, visa applications etc. as per requirements.

Requirements:

• Bachelor’s degree or higher

• At least 5 years of relevant experience working in an office environment, performingadministrativedutiesandprovidingexclusivesupporttoC-suite.

• Strong interpersonal and coordination skills, proficient in communication and multitasking management.

• Adaptability to flexible working hours, working hours are not fixed and can be adjusted based on operational needs to accommodate various time zones.

• Exposure to working and collaborating in a multicultural environment; close coordination with teams and partners across different countries.

• Demonstratedexperienceworkinginfast-pacedand/orhigh-growthenvironment.

• Proactiveproblemsolving with goodcommunicationskills.

• Attention to detail ensuring accuracy and consistency in all tasks

• Ability to maintaindiscretionanddemonstratehighlevelsofconfidentialityand professionalism.

• Strongsenseofinitiative,accountabilityandreliability.