About the Role
We are looking for a highly organized, discreet, and proactive Admin Assistant to support day-to-day office operations, events management, document and courier handling, and cross-functional coordination for our Singapore office. This role is central to keeping the office running smoothly — from managing visitors and vendors to handling sensitive documents and supporting leadership travel. You'll work across multiple stakeholders in a fast-paced, global environment, so strong prioritization skills and sound judgment are essential.
Core Responsibilities
Office Management
- Manage day-to-day office operations, including visitor management and front-desk coordination
- Administer building and office access cards for employees, contractors, and visitors
- Track and process rental and facilities-related payments; liaise with landlords and vendors as needed
- Maintain office supplies, pantry stock, and vendor relationships (cleaning, maintenance, F&B, etc.)
- Ensure the office is a safe, well-presented, and functional environment at all times
Events Management
- Plan and execute company events, team offsites, and celebrations in Singapore
- Coordinate logistics for internal and external events, including venues, catering, and vendors
- Support regional or global events hosted out of the Singapore office
Cross-Functional Support
- Provide administrative and logistical support to Marketing, Sales, and other functions on an as-needed basis
- Assist with ad hoc projects and initiatives across departments
Document Handling & Courier Management
- Manage soft- and hard-copy document support, including filing, storage, and retrieval
- Support global compliance requirements related to document handling and record-keeping
- Manage company seals and stamps, including secure custody and authorized use
- Handle secure, confidential, and fragile items with appropriate care and protocols
- Coordinate courier pickups and deliveries, and manage stakeholders across departments and external parties
Back-Up Support for Executive Assistant
- Serve as back-up for the Founder's calendar management during EA absence or overflow periods
- Support Founder's travel arrangements and expense reimbursements
- Coordinate travel logistics for leadership visiting the Singapore office
What We're Looking For
- 4+ years of experience in an office administration, front-desk, or executive support role
- Strong organizational skills with excellent attention to detail
- Ability to manage multiple priorities and stakeholders in a fast-paced environment
- Discretion and professionalism when handling confidential information and documents
- Strong written and verbal communication skills in English
- Proficiency with common office and productivity tools (e.g., Google Workspace, MS Office)
- Prior experience supporting a Founder, C-suite executive, or senior leadership team is a plus
- Comfortable stepping into a back-up EA capacity when needed, with the flexibility to handle sensitive calendar and travel matters
