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