Reporting to: President, APAC
Job Summary
The Executive Assistant and Office Manager is responsible for providing high-level administrative and secretarial support to the President, APAC and leadership team members, while overseeing day-to-day office operations, facilities coordination, vendor liaison, travel arrangements and general administrative support. This role requires a highly organised, discreet and proactive individual who can manage confidential information, support a professional office environment.
Job Description
Executive Administrative Support – President, APAC
- Provide comprehensive administrative and secretarial support to the President, APAC.
- Handle confidential information with a high level of integrity, professionalism and discretion.
Administrative Support – Local Leadership Team
- Coordinate travel arrangements, including visa application support.
- Coordinate regional meetings, business reviews, budget reviews, town halls or internal events as needed.
- Assist with ad hoc business coordination and administrative projects as assigned.
Office Operations and Administration
- Act as the first point of contact for external calls and guests, while managing visitor reception, incoming and outgoing mail, packages, courier deliveries and document circulation.
- Serve as a key point of contact for vendors, clients and internal stakeholders, managing correspondence and inquiries professionally where required.
- Oversee daily office operations to ensure a clean, safe, organised and comfortable work environment.
- Manage office supplies, office equipment, pantry supplies and related administrative requirements.
- Manage and coordinate office-related vendors and service providers, including local hotel vendors, travel agency, courier, facilities and other administrative support vendors as required.
- Coordinate travel arrangements, including flights, accommodations, land transfers, and visa application support for incoming visitors to the IMCD Singapore office.
- Coordinate logistics for internal and external meetings and events, including venue and restaurant bookings, refreshments, meeting room arrangements and related administrative support for employees, visitors and business guests.
- Maintain office records, documentation and administrative files in an organised and up-to-date manner.
- Coordinate office facility and safety management matters, liaising with the landlord, building management and vendors to resolve issues promptly.
- Support office improvement initiatives, including office fit-out, expansion and renovation matters.
Other Duties
- Perform any other duties as assigned.
Requirements
- IT literacy and proficiency in Microsoft Word, Excel, PowerPoint and Outlook
- Confident in learning and using computer software quickly
- Able to communicate effectively in English
- Diploma / Degree holder with prior experience in administrative roles
- Strong interpersonal, written and communications skills
- Meticulous, analytical, organized, resourceful, self-motivated and enjoy challenges
- Excellent organizational and time management skills, with the ability to multi-task and prioritize tasks
- Mature and adaptive and able to interact well with all levels
- Flexibility to adapt to a fast-paced and rapidly changing environment
- Ability to work independently and as part of a team
