Executive Assistant & Office Administrator - Geylang

About Us

We are building a team that shares our vision for impactful and responsible growth.

• Calendar Management: Proactively manage and coordinate the Executive Director's busy calendar, including scheduling meetings, appointments, and travel.
• Meeting Support: Prepare meeting agendas, gather and distribute pre-read materials, take accurate minutes for Board and committee meetings, and ensure timely follow-up on action items.
• Communication: You'll handle confidential information with the utmost care.
• Travel Coordination: Arrange complete travel itineraries (flights, hotels, ground transportation) for the Executive Director and Board members as needed.
• Expense Management: Process and reconcile expense reports for the Executive Director and Board members.
• Board Liaison: Be a main point of contact for Board members, helping with communication and providing necessary support.

• Office Management: Oversee daily office operations, keeping the work environment tidy, organized, and functional.
• Procurement: Manage office supplies, place orders, and coordinate with vendors for office equipment and services.
• Front Desk: Greet visitors, answer and direct phone calls, and handle incoming and outgoing mail and deliveries.
• Facilities Coordination: Work with building management on maintenance, repairs, and other facility needs.
• Record Keeping: Maintain organized and up-to-date physical and digital filing systems for all office and executive documents.
• Event Support: Help coordinate company events, meetings, and functions.
• Other Duties: Perform various administrative tasks to support overall office efficiency.

What You'll Bring:

• Experience: A minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrator, ideally supporting senior management.
• Technical Proficiency:
• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Key Skills:
• Exceptional Organizational Skills: Proven ability to multitask, prioritize, and manage time effectively with keen attention to detail.
• Strong Communication: Excellent written and verbal communication skills in English.
• Discretion & Confidentiality: Absolute integrity and the ability to handle highly sensitive and confidential information professionally.
• Proactive & Resourceful: Able to anticipate needs, take initiative, and solve problems independently.
• Interpersonal Skills: A professional and pleasant demeanor, comfortable interacting effectively with people at all levels.
• Adaptability: Able to thrive in a dynamic environment and adjust to changing priorities.

What We Offer:

• A challenging and rewarding role at the heart of our organization.
• The opportunity to work closely with senior leadership and contribute to strategic initiatives.
• A supportive and collaborative work environment.
• A competitive salary and benefits package.