Senior Office Administrator & Executive Support

Job Summary

We are looking for an experienced and proactive Senior Office Administrator & Executive Support professional to oversee the day-to-day administration of our Singapore office while providing administrative support to senior leadership and the HR team.

The successful candidate will manage office operations, coordinate corporate travel, support HR administration, maintain company assets, and provide executive support to two senior executives. This role also requires regular communication with China-based stakeholders; therefore, the ideal candidate should be effectively bilingual in English and Chinese.

The ideal candidate is highly organized, resourceful, able to multitask in a fast-paced environment, and capable of handling confidential information with professionalism.

Key Responsibilities

Office Administration

• Oversee the daily administration and smooth operation of the Singapore office.
• Coordinate office maintenance, repairs, office equipment, and service providers.
• Liaise with building management, vendors, and suppliers on office-related matters.
• Manage procurement and inventory of office supplies and equipment.
• Coordinate meeting rooms, office logistics, and internal company events.
• Ensure office facilities are maintained in a safe, clean, and professional environment.

Executive Support

• Provide administrative support to two C-suite executives.
• Manage calendars, appointments, meetings, and travel schedules.
• Prepare meeting materials, presentations, and reports where required.
• Coordinate meetings and follow up on action items.
• Handle confidential information with professionalism and discretion.

Corporate Travel Coordination

• Arrange flights, accommodation, transportation, and visa applications for employees and management.
• Prepare travel itineraries and coordinate travel logistics.
• Liaise with travel agencies and vendors for cost-effective arrangements.
• Monitor travel expenses and maintain travel records.

HR Administrative Support

• Support HR in maintaining employee records and documentation.
• Assist with onboarding and offboarding arrangements.
• Support work pass applications, renewals, cancellations, and MOM documentation.
• Coordinate employee medical insurance enrolment and insurance claims.
• Assist with leave administration, staff claims, and HR filing.
• Support employee engagement activities and training coordination.

Company Asset Administration

• Maintain records of company assets including laptops, mobile devices, access cards, and office equipment.
• Coordinate issuance and return of company assets during onboarding and offboarding.
• Maintain accurate asset inventory records.
• Coordinate equipment procurement, repairs, and replacement with IT and vendors.
• Conduct periodic inventory checks.

Regional Coordination

• Coordinate administrative matters with China-based teams.
• Arrange meetings and communications between Singapore and regional stakeholders.
• Assist with bilingual communication and document translation where necessary.

General Administration

• Manage incoming correspondence, courier arrangements, and office communications.
• Maintain proper filing systems and administrative records.
• Provide administrative support across departments as required.
• Assist in organizing company meetings and staff activities.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Human Resources, or a related discipline.
• Minimum 3–5 years of relevant experience in office administration, executive support, or office management.
• Experience supporting senior management.
• Experience coordinating corporate travel and vendor management.
• Familiarity with Singapore HR administration and MOM work pass processes.
• Strong organizational, coordination, and multitasking abilities.
• Excellent communication and interpersonal skills.
• High level of integrity and discretion when handling confidential information.
• Effectively bilingual in English and Chinese to communicate with China-based stakeholders.
• Proficient in Microsoft Office and workplace collaboration tools.

Preferred Qualifications

• Experience working in technology, fintech, or multinational companies.
• Experience supporting regional teams.
• Familiarity with HR administration and employee benefits.