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Executive Assistant & Office Manager, Singapore

 

This is an exciting opportunity to join Real Chemistry at a pivotal moment in our growth. Following the acquisition of Spurwing Communications, Singapore has become a key hub for our APAC operations, and we're looking for an Executive Assistant & Office Manager to support three senior business leaders and help shape the day-to-day operations of a growing regional team. While the role includes office management responsibilities, it is primarily focused on Executive Assistant support and will suit someone who enjoys working closely with senior leaders in a fast-paced environment.

 

What you’ll do:

Executive support

• Provide proactive diary and calendar management for three senior leaders, helping them use their time effectively.
• Coordinate meetings, conference calls, videoconferences and internal/client events, including agendas, logistics and follow-up where needed.
• Arrange complex domestic and international travel, including itineraries, accommodation, transport and related logistics.
• Complete, submit and track expense reports; reconcile credit card charges and support office-related invoices as needed.
• Prepare, format and distribute documents, presentations and meeting materials, including PowerPoint support and pitch support where required.
• Manage correspondence, calls and requests to and from executives, using sound judgement and discretion.
• Maintain organised online and offline files, archives, contacts and administrative records.
• Work closely with the Talent Acquisition team to support interview scheduling and candidate logistics.

Office management and employee experience

• Act as the day-to-day point of contact for the Singapore office, helping office-related queries and practical issues get resolved quickly.
• Manage office supplies, equipment, stationery and general office set-up, ensuring the space is well organised and professional.
• Liaise with building management, landlords, vendors and service providers on office maintenance, repairs and facilities matters.
• Welcome visitors and visiting Real Chemistry colleagues; coordinate meeting rooms, refreshments and basic hosting arrangements.
• Support local onboarding logistics for new starters, including desk set-up, office access, equipment coordination and first-day arrangements.
• Help maintain local health, safety and emergency arrangements, including fire procedures, first aid information and emergency contacts.
• Coordinate small office events, team lunches, celebrations and other activities that help create a positive employee experience.
• Support office budget tracking, vendor relationships and office-related payments or purchase requests.
• Work collaboratively with the wider administrative team to provide seamless support across Real Chemistry.
• Take on other reasonable duties as needed as the Singapore office grows and evolves.

What you should have:

• Education and Experience:
  • BS or associate’s degree in business management or related field preferred but not required.
  • Must have executive administrative experience supporting top level executives.
• Professional presence and appearance.
• Resourceful and intuitive problem solver with proactive solutions and strategies.
• Recognize and appropriately handle highly sensitive and confidential materials.
• Perform with a sense of urgency and with a client service orientation.
• Understand and support the goals, strategies, vision, and culture of Real Chemistry.
• Use good judgment in setting priorities for independent work and in scheduling and supporting the executives.
• Work effectively with the administrative team, regarding communications, troubleshooting, support, and backup.
• Meticulous attention to detail, flawless organization and multi-tasking, producing high quality work.
• Excellent writing and editing skills; articulate oral communication skills, in person and on the phone
• Strong work ethic and sound judgment; calm, pleasant demeanour, even under pressure, and an eagerness to learn.
• Highly proficient with Microsoft Word, Excel, PowerPoint, and Outlook, and internet research.
• You are adaptable, resilient, and OK with adjusting your scope, responsibilities, and focus as we grow. When things change, so do we. We’re always evolving.
• You are proactive, driven, and resourceful with strong prioritization skills and a desire to dive into the data.
• You are highly organized self-starter, able to work independently and under tight deadlines.