Senior Executive, Group Legal

IMDA; Singapore; On-site; SGD 40,000 - 54,000; Full time

Job summary

IMDA is seeking a skilled Office Administrator to support Group Legal in the CEO Office. The role covers day-to-day operations, invoicing, and event coordination in a fast-paced government-linked environment in Singapore.

You should have at least five years of relevant experience, strong MS Office skills, and a proactive, discreet approach to handling confidential matters while managing multiple priorities as part of a collaborative team.

Qualifications

• Minimum 5 years related working experience, public sector experience a plus.
• Proficient in MS Office, Outlook, Teams and learn company software.
• Excellent verbal and written communication.
• Proactive mindset with interest in improving processes and AI-enabled tools.
• Strong organizational skills and discretion with confidential matters.
• Team-oriented with ability to manage multiple priorities.

Responsibilities

• Manage day-to-day office administration for Group Legal, including filing and records management.
• PA duties including calendars and meeting logistics for senior management.
• Liaise with internal units on operational needs.
• Maintain department supplies and office resources.
• Handle ad-hoc duties as assigned.
• Process invoices from external counsel and vendors, ensuring accuracy and timely payment.
• Track budget utilisation and flag variances to management.
• Maintain records of legal spend and vendor contracts.
• Support procurement of external legal services within guidelines.
• Plan and organise Group Legal events and training sessions.
• Coordinate stakeholder engagements.

Skills

MS Office

Communication

Process improvement

Team player

Multitasking

Tools

MS Office

Outlook

Teams

Job description

[What the role is]

This role sits within the CEO Office and will provide administrative, financial and logistical support to Group Legal, ensuring smooth day-to-day office operations, timely processing of invoices and vendor payments, and effective coordination of events and engagements.

[What the role is]

This role sits within the CEO Office and will provide administrative, financial and logistical support to Group Legal, ensuring smooth day-to-day office operations, timely processing of invoices and vendor payments, and effective coordination of events and engagements.

[What you will be working on]

Responsibilities

Office Administration

• Manage day-to-day office administration for Group Legal, including filing systems, correspondence, and records management (physical and digital)
• PA duties including coordinating calendars/meetings, meeting logistics for senior Group Legal management and Internal Audit Unit.
• Liaise with internal units/divisions/groups on Group Legal’s operational needs
• Maintain department supplies, equipment, and office resources
• Ad-hoc duties as assigned

Invoicing & Finance Support

• Process invoices from external counsel, vendors, and service providers, ensuring accuracy and timely payment
• Track budget utilisation and flag variances to senior Group Legal management
• Maintain records of legal spend, retainer agreements, and vendor contracts
• Support procurement processes for external legal services, vendors and service providers within procurement guidelines

Events & Engagement

• Plan and organise Group Legal events (e.g. team building), training sessions, and stakeholder engagements (internal and external)

[What we are looking for]

Requirements

• Minimum 5 years related working experience. Relevant experience in public sector will be an added advantage
• Proficiency in MS Office, Outlook, Teams and the ability to learn company-specific software if required
• Good oral and written communication skills
• Proactive mindset with an interest in improving processes and adopting legal technology, including AI-enabled tools
• Strong organisational skills, discretion with confidential legal matters, and ability to manage multiple priorities
• A team-player