Administrative Assistant - Singapore

Admin Assistant

Location: Singapore (5days In-office)

Type of Employment: Full-time
Budget: SGD 3,000/ month

About the Role

We are looking for a highly organized, discreet, and proactive Admin Assistant to support day-to-day office operations, events management, document and courier handling, and cross-functional coordination for our Singapore office. This role is central to keeping the office running smoothly — from managing visitors and vendors to handling sensitive documents and supporting leadership travel. You'll work across multiple stakeholders in a fast-paced, global environment, so strong prioritization skills and sound judgment are essential.

Core Responsibilities

Office Management

• Manage day-to-day office operations, including visitor management and front-desk coordination

• Administer building and office access cards for employees, contractors, and visitors

• Track and process rental and facilities-related payments; liaise with landlords and vendors as needed

• Maintain office supplies, pantry stock, and vendor relationships (cleaning, maintenance, F&B, etc.)

• Ensure the office is a safe, well-presented, and functional environment at all times

Events Management

• Plan and execute company events, team offsites, and celebrations in Singapore

• Coordinate logistics for internal and external events, including venues, catering, and vendors

• Support regional or global events hosted out of the Singapore office

Cross-Functional Support

• Provide administrative and logistical support to Marketing, Sales, and other functions on an as-needed basis

• Assist with ad hoc projects and initiatives across departments

Document Handling & Courier Management

• Manage soft- and hard-copy document support, including filing, storage, and retrieval

• Support global compliance requirements related to document handling and record-keeping

• Manage company seals and stamps, including secure custody and authorized use

• Handle secure, confidential, and fragile items with appropriate care and protocols

• Coordinate courier pickups and deliveries, and manage stakeholders across departments and external parties

Back-Up Support for Executive Assistant

• Serve as back-up for the Founder's calendar management during EA absence or overflow periods

• Support Founder's travel arrangements and expense reimbursements

• Coordinate travel logistics for leadership visiting the Singapore office

What We're Looking For

• 2-5 years of experience in an office administration, front-desk, or executive support role

• Strong organizational skills with excellent attention to detail

• Ability to manage multiple priorities and stakeholders in a fast-paced environment

• Discretion and professionalism when handling confidential information and documents

• Strong written and verbal communication skills in English

• Proficiency with common office and productivity tools (e.g., Google Workspace, MS Office)

• Prior experience supporting a Founder, C-suite executive, or senior leadership team is a plus

• Comfortable stepping into a back-up EA capacity when needed, with the flexibility to handle sensitive calendar and travel matters