Senior Executive Assistant & Office Administrator

AMBITION GROUP SINGAPORE PTE. LTD.; Singapore; Presencial; SGD 70.000 - 110.000; Jornada completa

Descripción de la vacante

Ambition Group Singapore Pte. Ltd. is seeking an experienced Executive Assistant to support the CEO and senior leadership in Singapore. The role focuses on daily admin, calendar management, and complex travel arrangements, with liaison across international teams.

You will handle confidential information, coordinate meetings and events, and ensure smooth operations in a fast-paced, tech-driven environment.

Formación

• Diploma or degree in Business Administration or related field preferred.
• 5+ years of relevant experience in executive assistance or similar role.
• Fluent in English and Mandarin (written and spoken).
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Experience with international travel arrangements and meeting coordination.

Responsabilidades

• Oversee daily administrative operations of the AI Lab to ensure a professional, organized environment.
• Provide executive and administrative support to the CEO and C-suite staff.
• Manage calendars, appointments, travel arrangements, and meeting logistics.
• Prepare expense claims and coordinate reimbursements with Finance.
• Coordinate events, onboarding, and inter-team communication across Singapore and international offices.

Conocimientos

Executive support

Calendar management

Travel coordination

MS Office

Bilingual English & Mandarin

Communication skills

Discretion & confidentiality

Multitasking

Educación

Diploma in Business Administration

Bachelor’s degree in Business Administration

Herramientas

MS Office Suite

Outlook

ERP / expense systems

Descripción del empleo

Key Responsibilities

1. 1. Office Administration & Management

   Independently oversee the daily administrative operations of the AI Lab, ensuring a professional, organized and efficient working environment.

   Manage office supplies, pantry refreshments, stationery, equipment purchasing and other office requirements.

   Liaise with building management, vendors and service providers on office maintenance, cleaning, utilities and facilities matters.

   Coordinate office-related procurement, vendor quotations, invoices and payment follow-ups.

   Maintain office records, inventories and relevant administrative documentation.

   Welcome visitors and coordinate arrangements for external clients, business partners and management.

2. 2. Executive Support & Travel Coordination

   Provide dedicated executive and administrative support primarily to the CEO, with additional support to the CIO, CFO and visiting senior management.

   Manage executive calendars, appointments, meeting schedules and related arrangements.

   Coordinate domestic and international business travel, including flight bookings, accommodation, transportation and detailed travel itineraries.

   Organize internal and external meetings, business engagements and client visits, including scheduling, venue arrangements and meeting logistics.

   Assist with business correspondence, presentations, reports and administrative follow-ups.

   Proactively anticipate management needs, coordinate competing priorities and ensure smooth execution of arrangements.

3. 3. Expense Claims & Reimbursement

   Prepare, submit and monitor business expense claims and reimbursements for designated management personnel.

   Organize receipts, invoices and supporting documentation in accordance with company policies.

   Coordinate with Finance on expense verification, approvals and reimbursement follow-ups.

   Maintain accurate records of expenses, outstanding claims and reimbursement status.

4. 4. Events & General Business Coordination

   Support company events, internal workshops, team activities and business visits.

   Assist with employee onboarding arrangements in coordination with HR and IT teams.

   Facilitate administrative communication and coordination between teams in Singapore and overseas.

   Provide general administrative and operational support for other reasonable business requirements.

Requirements

• Diploma or bachelor's degree in Business Administration, Management or a related discipline preferred.
• Minimum 5 years of relevant experience in executive assistance, office administration or a similar role, preferably supporting senior executives or C-suite management.
• Fluent in both English and Mandarin (written and spoken) is mandatory, as the role requires regular communication and coordination with colleagues and business partners in Singapore, mainland China, Hong Kong and other international markets.
• Strong organizational and time-management skills, with the ability to independently manage multiple tasks and priorities.
• Proven experience in international travel arrangements, meeting coordination and executive administration.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Strong interpersonal and communication skills, with a professional and service-oriented approach.
• High level of integrity, discretion and confidentiality when handling sensitive management information.
• Detail-oriented, resourceful, reliable and proactive, with strong problem-solving abilities.
• Comfortable working in a dynamic, technology-driven business environment.

Preferred Qualifications

• Prior experience in a multinational corporation, financial institution, professional services firm or technology company.
• Experience with corporate expense management and reimbursement systems.
• Familiarity with digital productivity tools and AI-assisted office applications.
• Experience coordinating international management visits and corporate events.