Office Administration & Executive Assistant

Role/Designation:- Office Administration & Executive Assistant to COO

• Provide secretarial support to COO, APAC and administrative support to the Singapore team. Also liaise with HR, finance and other internal departments for smooth functioning of business operations

Job Requirements/Responsibilities

• Overseeing the day-to-day operations of the office, including maintaining office supplies, equipment, and facilities.
• Complete upkeep and maintenance of the office facilities and working with procurement team and third party vendors
• Arranging food and beverages during external client meetings or team celebrations inside the office.
• Sales co-ordination: help the Sales team in tender submission process (photocopying, binding, printing etc) and coordination including Billing, invoice tracking,
• Submission of bank guarantee and other finance-related support in the location.
• Working with the SSG team for required system support and upkeep of IT inventory for the location.
• Office courier sending and receiving, co-ordinating printing of event related materials
• Maintaining petty cash register, vendor and supplier payments, accounts receivable tracking, employee passes / new employee onboarding (insurance, office access, IT purchases), IT assets register upkeep, procurement of office consumables and stationary, petty cash payments, filing expense reports for COO and keeping office files in orders
• Admin assistance for Travel Booking, Accommodation, Medical insurance and Local Conveyance
• Event Support: Compete end-to-end support for Organizing meetings, conferences, and other events.
• Communication: Acting as a liaison between the executive office and other departments or external parties.
• Immigration: Complete ownership for processing S Pass, E Pass and LOC for the employees in Singapore and keep the management and respective departments informed in advance on the upcoming renewals and also any change in the immigration rules.
• Handling any assigned task by the COO.
• Travel: Work with Travel department for ticket/accommodation and travel Insurance bookings for C Level executives, completing expense reports; arranging detailed travel plans and compiling documents for travel-related meetings
• Meeting Coordination: Organizing and coordinating meetings, including preparing agendas and taking minutes (where applicable) for COO.
• Confidentiality: Managing sensitive information with discretion and maintaining confidentiality.

SKILLS & COMPETENCIES

• Administrative Support
• Good Interpersonal Skills
• Excellent oral and written documentation skills
• Multi-tasking
• Microsoft Office

Role/Designation:- Office Administration & Executive Assistant to COO

• Provide secretarial support to COO, APAC and administrative support to the Singapore team. Also liaise with HR, finance and other internal departments for smooth functioning of business operations

Job Requirements/Responsibilities

• Overseeing the day-to-day operations of the office, including maintaining office supplies, equipment, and facilities.
• Complete upkeep and maintenance of the office facilities and working with procurement team and third party vendors
• Arranging food and beverages during external client meetings or team celebrations inside the office.
• Sales co-ordination: help the Sales team in tender submission process (photocopying, binding, printing etc) and coordination including Billing, invoice tracking,
• Submission of bank guarantee and other finance-related support in the location.
• Working with the SSG team for required system support and upkeep of IT inventory for the location.
• Office courier sending and receiving, co-ordinating printing of event related materials
• Maintaining petty cash register, vendor and supplier payments, accounts receivable tracking, employee passes / new employee onboarding (insurance, office access, IT purchases), IT assets register upkeep, procurement of office consumables and stationary, petty cash payments, filing expense reports for COO and keeping office files in orders
• Admin assistance for Travel Booking, Accommodation, Medical insurance and Local Conveyance
• Event Support: Compete end-to-end support for Organizing meetings, conferences, and other events.
• Communication: Acting as a liaison between the executive office and other departments or external parties.
• Immigration: Complete ownership for processing S Pass, E Pass and LOC for the employees in Singapore and keep the management and respective departments informed in advance on the upcoming renewals and also any change in the immigration rules.
• Handling any assigned task by the COO.
• Travel: Work with Travel department for ticket/accommodation and travel Insurance bookings for C Level executives, completing expense reports; arranging detailed travel plans and compiling documents for travel-related meetings
• Meeting Coordination: Organizing and coordinating meetings, including preparing agendas and taking minutes (where applicable) for COO.
• Confidentiality: Managing sensitive information with discretion and maintaining confidentiality.

SKILLS & COMPETENCIES

• Administrative Support
• Good Interpersonal Skills
• Excellent oral and written documentation skills
• Multi-tasking
• Microsoft Office