Executive Assistant & Administration Executive

About Us

We are a fast-growing AI and digital infrastructure company headquartered in Singapore, serving clients and partners across Asia and other international markets.

As our global headquarters continues to expand, we are looking for a capable and proactive Executive Assistant & Administration Executive to support senior management and contribute to the smooth operation of our regional business activities.

This role offers the opportunity to work closely with senior leaders, coordinate cross-border business activities, and participate in a wide range of corporate projects, events, and operational initiatives.

Key Responsibilities

1. Executive Support

* Support senior management with daily administrative and coordination tasks

* Arrange business travel, including flights, hotels, transportation, visas, and itineraries

* Coordinate meetings, business visits, and management schedules

* Handle ad-hoc assignments and confidential matters when required

2. Office Administration

* Support day-to-day office operations and administration

* Coordinate office setup, maintenance, renovation, and facility-related matters

* Liaise with landlords, building management, contractors, and service providers

* Ensure smooth operation of office facilities and working environment

3. Procurement & Vendor Management

* Source, compare, and coordinate suppliers and service providers

* Support procurement activities and vendor negotiations

* Track quotations, contracts, invoices, and service delivery

* Maintain positive relationships with external vendors and partners

4. Claims & Internal Applications

* Process employee claims, reimbursements, and payment requests

* Support internal approval workflows and administrative applications

* Maintain proper records and supporting documentation

* Follow up on approvals and ensure timely processing

5. Event & Corporate Support

* Coordinate company events, exhibitions, conferences, meetings, and business visits

* Support logistics, venue arrangements, registrations, and event execution

* Assist with corporate activities and special projects assigned by management

Requirements

* Diploma or Degree in any discipline

* Minimum 3 years of relevant experience in administration, executive support, office management, operations, or related functions

* Strong coordination and multitasking abilities

* Able to work independently in a fast-paced environment

* Proactive, resourceful, and detail-oriented

* Strong sense of ownership and responsibility

* Experience supporting senior management will be an advantage