Senior EA & Office Ops Manager - Singapore

Lumilens Inc.; Singapore; On-site; SGD 80,000 - 120,000; Full time

Job summary

Lumilens Inc. is seeking an Executive Assistant & Office Manager to provide high-level administrative support to the Chief Executives, and to manage daily office operations across time zones. The role requires handling confidential information with discretion and coordinating complex schedules and travel.

You will prepare materials, support leadership meetings, and oversee office services, facilities, and supplier management to keep the environment productive and professional.

Qualifications

• At least 8 years of experience in office management or operations, senior executive assistant and support.
• A high level of discretion, attention to details, and the strong sense of accountability when handling confidential information.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, senior leaders, vendors, and external partners.
• Strong organizational and time management skills, ability to multitask and prioritize in a fast-paced, dynamic environment.
• A proactive, can-do attitude, willing to tackle tasks of any size, and a genuine desire to help others.

Responsibilities

• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel, accommodation, and detailed itineraries for Chief Executives.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Organize and coordinate leadership meetings, conference calls, and regional engagements.
• Take meeting minutes and track action items to ensure timely follow-up.
• Manage expense reporting and administrative support activities for Chief Executives.
• Maintain highly confidential information with professionalism and discretion.
• Coordinate events, workshops, leadership meetings, and team activities as required.
• Manage day-to-day office operations. Create a smooth, professional, and well-supported office environment where colleagues can focus on serving clients and collaborating effectively.
• 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 of 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.
• Arrange hotel booking for internal colleagues and external guests.

Skills

Discretion

Communication

Organization

Time management

Multitasking

Interpersonal skills

Job description

Lumilens Inc. is seeking an Executive Assistant & Office Manager to provide high-level administrative support to the Chief Executives, and to manage daily office operations across time zones. The role requires handling confidential information with discretion and coordinating complex schedules and travel.

You will prepare materials, support leadership meetings, and oversee office services, facilities, and supplier management to keep the environment productive and professional.