Executive Support & Office Manager

Position Overview

We are seeking a proactive and hands-on individual to oversee the daily operations of our Singapore office. The role encompasses office management, executive and HR administrative support, and employee engagement, working closely with local management and London HQ to ensure smooth and efficient business operations.

Key Responsibilities

1. Executive & Business Support

• Provide executive support to senior management, including calendar management, meeting coordination, correspondence, and follow-up actions across different time zones.
• Coordinate business travel arrangements, including flights, accommodation, transportation, visa applications, itineraries, and expense claims.
• Prepare meeting materials, reports, and confidential documentation, serving as a trusted point of contact for internal and external stakeholders.
• Assist with personal administrative matters where required, including appointments, and other executive support tasks.

2. Office & Facilities Management

• Oversee daily office operations, including facilities maintenance, office supplies, workspace planning, access arrangements, and workplace improvement projects.
• Manage relationships with landlords, building management, and service providers, including procurement, contracts, and renewals.
• Maintain a safe, efficient, and welcoming workplace, ensuring smooth service delivery and compliance with company policies and local requirements.

3. HR, Finance & Business Administration

• HR & Employee Experience: Support Group HR with recruitment coordination, onboarding, offboarding, employee records, leave administration, and the planning and execution of employee engagement activities.
• Employee Relocation: Coordinate employee relocation, visa and work pass applications, accommodation, and related arrangements to ensure a smooth transition.
• Finance: Support banking-related administrative matters, vendor payments, monthly expense reporting, budget tracking, and cost allocation in collaboration with the Finance team.
• Business Administration: Liaise with London HQ and cross-functional teams on administrative matters, including the planning and coordination of corporate events, executive visits, and business functions.

Requirements

• Minimum 3 years of experience in office administration, facilities coordination, vendor management, or executive support, preferably within a multinational environment.
• Proficiency in Microsoft 365 applications, with good organisational and time management skills.
• Strong communication and interpersonal skills, with a service-oriented approach to managing stakeholders.
• Ability to work independently, exercise sound judgement, and handle confidential information with discretion.