Administrative Assistant

About Us

SPH Media's mission is to be the trusted source of news and lifestyle content in Singapore and Asia. One of our core purposes is to produce credible, balanced, and objective news and analysis, always with a view to uphold the public good and fostering an informed, engaged citizenry.

We welcome talented individuals to join us and grow a career in a vibrant and collaborative environment built around a culture of respect and inclusivity.

As an employer, we are committed to rewarding our people fairly and developing them in their careers.

About the Division

The Content & Solutioning Division at SPH Media comprises Lifestyle Media and Content Lab, combining trusted media platforms with content marketing expertise to deliver integrated, multi-platform content and client solutions.

Lifestyle Media manages SPH Media's portfolio of leading lifestyle brands, including Her World, Harper's Bazaar Singapore, Singapore Women's Weekly, HardwareZone, F ZINE, Home & Dcor, The Peak, NuYou, and Icon, engaging large, established audience communities across digital, print, social, and experiential channels.

Content Lab is SPH Media's award-winning content marketing arm, specialising in original, insight-led and performance-driven multimedia content across digital, social, print, audio, and outdoor formats.

About the Role

The Administrative Assistant supports the daily operational needs of the Content & Solutioning Division. The role manages high-volume administrative, logistical, finance, and facilities tasks to ensure smooth day-to-day operations. This includes providing administrative, logistical, and finance-related support across multiple teams, handling tasks such as travel arrangements, invoice and PO processing, meeting coordination, inventory tracking, cost checking and reporting, and general operational requirements. By taking ownership of essential execution work, the role enables editorial and management teams to focus on content, planning, and strategic priorities.

Roles & Responsibilities

1. Finance Support (Data Entry & Processing)

• Raise Purchase Orders (POs) and purchase requisitions using SAP S/4HANA.
• Verify incoming invoices against approved orders.
• Collate and submit invoices to the commercial admin team for processing.
• Create and maintain vendor codes for suppliers.
• Reconcile recurring corporate card purchases.
• Check cost projections and prepare accrual reports for submission to Finance, ensuring completeness and accuracy.

2. General Administration & Logistics

• Manage travel bookings for staff (flights, accommodation, itineraries).
• Monitor office supplies and coordinate replenishment.
• Liaise with building management on repairs and office maintenance issues.
• Coordinate department-wide and interdepartmental meetings.
• Maintain mailing lists and databases (including Emarsys).

3. Asset & Inventory Management

• Track and organise marketing collaterals and branded materials (under guidance from senior team members).
• Manage storage and internal distribution of printed magazines.
• Maintain inventory of event prizes and giveaways.
• Administer bookings for the in-house photo studio.

4. HR Support

• Prepare access passes, desk setups, and information packs for new hires.
• Coordinate the return of equipment and materials for departing staff.

Who we are looking for

• Experience in administrative, coordination or operations roles preferred.
• Proficient in Microsoft Office, Google Workspace, and Zoom.
• Familiarity with SAP S/4HANA is a strong advantage.
• Experience with database or CRM tools (e.g. Emarsys) is beneficial.
• Strong attention to detail.
• Good organisational and multitasking ability.
• Proactive, dependable, and comfortable handling high-volume tasks.
• Collaborative team player who takes ownership and follows through on assigned responsibilities.