Senior Executive / Executive Administration

RSM STONE FOREST ACCOUNTSERVE PTE. LTD.; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

A professional services firm in Singapore seeks an experienced Office Administrator. The ideal candidate will manage daily office operations, maintain documentation, and provide executive support. Required qualifications include a diploma or degree in Business Administration and 2-5 years of relevant experience. Strong communication and coordination skills are essential, along with proficiency in Microsoft Office Suite.

Qualifications

• At least 2-5 years of relevant experience in an administrative or office management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multi-task and manage time effectively in a fast-paced environment.

Responsibilities

• Ensure smooth daily operations of the office environment.
• Maintain proper documentation and ensure adherence to internal procedures.
• Plan and execute meetings, events, and conferences.
• Provide high-level administrative support to senior executives.

Skills

Microsoft Office Suite proficiency

Communication skills

Coordination skills

Organization skills

Attention to detail

Education

Diploma or Bachelor’s degree in Business Administration or related field

Job description

Job Responsibilities

Office Administration & Management

Ensure smooth daily operations of the office environment and maintain facilities in optimal working condition

• Oversee general office upkeep, pantry supplies, stationery inventory, and cleanliness
• Coordinate with vendors and service providers (e.g. cleaning, maintenance, courier) to ensure service quality
• Manage access cards, seating arrangements, and office equipment allocation
• Monitor usage and initiate procurement for administrative supplies and assets
• Assist with document preparation, data entry, and filing of corporate records
• Ensure consistent application of company admin policies across departments

Administrative Compliance & Documentation

Maintain proper documentation and ensure adherence to internal procedures and policies.

• Ensure accurate and up-to-date records keeping and filing system of contracts, policies, circulars, and other admin-related documents
• Support audits or compliance checks by preparing required admin documentation
• Assist in implementing updates to administrative SOPs and workflows
• Follow company guidelines and security protocols in handling confidential information

Meeting and Event Coordination and Support

Plan and execute meetings, events, and conferences to support client’s objectives

• Arrange meeting rooms, equipment, catering, and materials for internal events or senior management meetings
• Prepare meetings reports whenever necessary
• Assist in planning and executing corporate events, staff engagement activities, and festive functions
• Coordinate travel and accommodation arrangements for employees or visitors as needed
• Provide administrative support during event execution and post-event follow-up

Executive Support & Communication Management

Provide high-level administrative support to senior executives and facilitate effective communication

• Manage complex calendars, schedule appointments, and coordinate travel arrangements for executives
• Prepare and review correspondence, reports, presentations, and briefing materials with accuracy and professionalism
• Act as a liaison between senior management, internal teams, and external stakeholders to ensure smooth information flow
• Screen and prioritize incoming communications, ensuring timely responses and escalation when necessary

Requirements

• Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• At least 2-5 years of relevant experience in an administrative or office management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong administrative and coordination skills to manage daily office operations, logistics, and internal support activities efficiently
• Excellent communication and interpersonal skills to interact effectively with internal teams, management, vendors, and external partners
• High level of organization, accuracy, and attention to detail to ensure error-free documentation, record-keeping and compliance with administrative processes
• Ability to multi-task and manage time effectively in a fast- paced environment to handle multiple responsibilities, urgent requests, and tight deadlines simultaneously
• Team player with a professional and service-oriented attitude to collaborate well across departments and maintain high standards of internal service delivery