About the Asia-Europe Organization (ASEF)
The Asia-Europe Foundation (ASEF) promotes understanding, strengthens relationships and facilitates cooperation among the people, institutions and organisations of Asia and Europe. ASEF enhances dialogue, enables exchanges and encourages collaboration across the thematic areas of culture, education, governance, sustainable development, economy and public health.
About the Executive Office
The Executive Office (EO) supports the Executive Director and the Deputy Executive Director. Management decisions based on the policy guidelines set out by the ASEF Board of Governors are implemented through the Executive Office. It is responsible for determining ASEF's strategic objectives as well as for enhancing its performance. The Executive Office also ensures smooth and efficient co-ordination between ASEF's Departments and task forces, as well as between ASEF and its stakeholders.
About the Position
The Senior Executive provide administrative, technical, and logistical support to all departments and ASEF major events, ensuring all necessary arrangements, setup, and documentation are completed promptly. Coordinate and confirm all logistical arrangements well in advance ensuring smooth operation. (Including assistance in preparing for EO related activities)
The appointment is on one-year contract basis, with an initial three-month probation period.
Key Responsibilities
1) Administrative Support
- Provide administrative, technical, and logistical support to all departments and ASEF major events, ensuring all necessary arrangements, setup, and documentation are completed promptly. Coordinate and confirm all logistical arrangements well in advance ensuring smooth operation. (Including assistance in preparing for EO related activities)
- Conduct onboarding sessions for new staff and directors, including preparation of business cards and facility access, ensuring familiarity with office processes, tools, and equipment. Assist in the offboarding process to ensure all necessary steps are completed efficiently.
- Assist in developing and enforcing policies and procedures to ensure the proper operation of the Foundation.
- Provide administrative support to the Executive Office, ensuring smooth coordination of communication and activities.
- Ensure important operational and administrative updates are communicated effectively across the organisation.
2) Finance
- Prepare and manage the annual admin budget, track spending, and ensure financial alignment.
- Collect, review, and process utility bills (e.g., electricity, telephone) for timely payments.
- Monitor and control office expenses to ensure adherence to the budget.
- Assist with financial reporting
- Maintain accurate records of financial transactions and vendor payments
3) Office, Facilities and Vendor Management
- Ensure all office equipment, including copiers, water dispensers, coffee machine, franking machine, and AED machine, are maintained and functioning properly through regular checks and arranging repairs as needed.
- Manage corporate vehicle/s, including purchase, maintenance, insurance, registration, fuel, parking, and driver's licence administration.
- Propose and implement office improvements aimed at enhancing productivity and comfort (e.g., upgrading conference room equipment, replacing furniture, installing additional amenities).
- Manage the timely procurement and replenishment of pantry items and office stationery to maintain a well-stocked environment.
- Manage the mailing/courier process, ensuring efficient handling of outgoing and incoming mail.
- Ensure the office is cleaned and sanitised daily according to established hygiene standards. Manage cleaning staff and conduct regular inspections.
- Responsible for identifying and suggesting improvements in the overall outlook of the foundation, including maintaining cleanliness, updating room presentations, refreshing wall photos, and optimizing underutilized spaces for better functionality
- Collaborate with the facility officer to effectively manage service contractors, including security, landscaping, and cleaning vendors, ensuring all contractual obligations are met.
- Supervise office building maintenance and repair works to ensure all amenities are functioning properly. Conduct regular inspections and address maintenance issues promptly to maintain a safe and efficient work environment.
4) Logistics Coordination
- Coordinate and confirm all logistical arrangements well in advance, ensuring smooth operations for events and day-to-day office activities.
5) Perform other tasks as assigned by the Department Director
QUALIFICATIONS & EXPERIENCE
- Excellent command of MS Office (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- At least 3 to 5 years experience in office management and administration.
- Familiarity with basic office IT troubleshooting and coordinating with IT support for hardware/software issues.
- Experience supporting Executive Office functions, including scheduling, correspondence, and workflow coordination.
- Proficient with communication platforms (Teams, Zoom, or equivalent).
- Knowledge of office operations, facilities management, and vendor coordination
HOW TO APPLY
To apply for this position, please submit the following documents via thisby 18 February 2026.
The following documents need to be uploaded to the online application:
- Motivation letter (no more than 500 words) detailing the qualities and contributions that you can bring to ASEF
- Curriculum vitae (CV) with your contact details, highlighting your education, work experiences and other qualifications related to the job requirements
- Contact details of 2 referees who can comment about your recent work in a professional capacity please mention the capacity in which you know them.
As we may receive a large number of applications, we seek your understanding that only shortlisted applicants will be contacted via e-mail.
ASEF is an employer who does not discriminate against any job applicant or employee based on gender, sexual orientation, disability, age, colour, ethnicity/race, national origin (ancestry), religion (creed),marital status or pregnancy.
ASEF promotes hybrid work arrangement.
