Administrative Assistant

We are seeking a dedicated Administrative Assistant or Senior Administrative Assistant to become part of our Singapore administrative team, providing support to various multi-functional teams comprising approximately 15 employees. This role is dynamic and demands a proactive approach, exceptional organizational abilities, and strong problem-solving skills.

Key Responsibilities

• Coordinating and scheduling meetings - Manage the logistics for both internal and external client meetings for managers, including scheduling, agenda preparation and distribution, meeting materials preparation, and arranging meals/refreshments, along with other logistics like conference call dial-in and video conference connections.
• Calendar management - Maintain up-to-date knowledge of the managers' and teams' calendars, ensuring consistency between global organizational calendars and local schedules.
• Arranging client meetings across global offices - Collaborate with assistants from global offices to ensure seamless setup and execution of meetings, along with preparing travel agendas and necessary meeting materials.
• Setting up video and audio conferences among global offices.
• Travel and accommodation arrangements - Understand and adhere to travel policies, ensuring compliance with budget constraints for hotels and travel classes; handle flight and hotel bookings for the team, ground transportation, and preparation of travel itineraries.
• Expense management and reimbursements - Process expense reports utilizing the Concur system; monitor and track managers' expenses until reimbursement is completed; reconcile monthly credit card statements with all expenses in a timely manner.
• Organizing and filing administrative documents.
• Invoicing tasks.

Qualifications

• A minimum of 3 to 5 years of experience is required for the Administrative Assistant role, while candidates with more extensive experience may qualify for the Senior Administrative Assistant role.
• Exceptional organizational skills coupled with effective time management and attention to detail.
• Proficient in computer applications.
• Exhibit strong interpersonal communication skills.
• Ability to collaborate effectively with team members.
• Demonstrate competence with technological tools.
• Goal-oriented with a strong sense of personal accountability and urgency in achieving results.
• Encourage teamwork and provide assistance to colleagues as needed.