URGENT! Admin and Secretary / IMMEDIATE / VC

TRUST RECRUIT PTE. LTD.; Singapore; On-site; SGD 31,000 - 50,000; Full time

Job summary

TRUST RECRUIT PTE. LTD. is seeking an experienced Administrative Assistant to support the CEO/MD and oversee office operations in Singapore.

The role requires a Diploma or higher in Business Administration and at least 3 years of secretarial experience, with strong MS Excel skills and meticulous coordination with vendors and staff. The successful candidate will manage travel arrangements, invoices, facilities, communications, and events, contributing to governance and ESG initiatives as part of

Qualifications

• Diploma or higher in Business Administration or related field.
• 3 years of experience in administrative or secretarial support role.
• Well versed in Microsoft Excel formulas and Pivot Tables.

Responsibilities

• Answer mainline calls and front desk.
• Arrange international and local courier services.
• Book flights, travel insurance, visas, hotels, and wifi for staff travel.
• Coordinate mobile phone assignments, usage monitoring, and inventory.
• Support office operations, facilities coordination and correspondence.
• Verify admin invoices and company credit card receipts.
• Manage office supplies and equipment.
• Liaise with building management and vendors.
• Manage overseas guest hotel bookings, refreshments and restaurant reservations.
• Arrange staff events, learning sessions, and volunteer activities.
• Publish divisional newsletters and contribute to the company-wide newsletter.
• Coordinate ESG reporting within the division and recycling initiatives.
• Prepare presentation materials for the Sustainability Committee.
• Ensure compliance with internal policies, audits, and governance.
• Assist CEO/MD with travel and expense claims.
• Provide personal assistance to MD/CEO, update calendar and reminders.
• Handle tenancy agreements and housing matters for senior management.
• Support senior management with ad-hoc administrative tasks.

Skills

Administrative support

Excel formulas

Pivot tables

Office coordination

Education

Diploma or higher in Business Administration

Tools

Microsoft Excel

Job description

Job Descriptions

• Answering mainline telephone calls and front door
• Arrange all international and local courier services for the company
• Arrange flight bookings, travel insurance and visas, hotel booking and wifi rental for staff business trips
• Coordinate company mobile phone assignment, usage monitoring, and inventory control.
• Support internal office operations, facilities coordination, and handling of company correspondence and letters.
• Verifying admin related invoices and company credit card receipts
• Managing and ordering office supplies and equipment
• Liaising with building management and office vendors
• Manage overseas guests Hotel bookings, Refreshments, restaurant reservations
• Arrange coffee learning sessions, charity/volunteer activities, and other employee events and initiatives.
• Publish the divisional newsletter "SGBU Journal" and contribute articles to the company-wide newsletter "Loop."
• Coordinate ESG/sustainability reporting and initiatives within the division, including data collection from company representatives, managing SGBU committee meetings, and organizing plastic bottle recycling with local pre-schools.
• Support the CEO by preparing presentation materials for the Sustainability Committee
• Support the smooth implementation and company-wide compliance of internal policies, regulatory requirements, all audits, and governance procedures.
• Supporting CEO and MD with business travel and expense claims.
• Personal Assistance to Managing Director and CEO, updating the calendar and Schedule reminders
• Handle documentation and coordination of tenancy agreements and housing matters for senior management
• Support senior management with ad-hoc administrative tasks

Requirements

• Diploma or higher in Business Administration or related field
• 3 years of experience in administrative or secretarial support role
• Well versed in Microsoft Excel formula and Pivot Table