Title: Senior Administrative Assistant, Singapore (APAC)

The Senior Administrative Assistant assists all team members with office-related issues with a solutions-oriented approach. The Senior Administrative Assistant reports to and helps the APAC Executive Assistant and requires 40 hours/per week in the office. Duties can vary from office administration to executive travel bookings to special projects like event planning.

The ideal candidate must be energetic, friendly, dependable, and professional with a polite demeanor and positive attitude. Previous experience working in a corporate office setting is required. This position is based in Singapore office and requires daily onsite support. There could be some limited travel associated with this role.

Primary Responsibilities:

• Act as the point of contact for internal and external clients; provide general support to visitors; answer and direct phone calls in a courteous, professional manner.
• Office Organization:
• Ensure office, conference rooms, and kitchen are orderly, neat, and well-stocked
• Order office supplies and research new deals and suppliers
• Monitor and track all deliveries, and process incoming and outgoing mail and FedEx packages.
• Report and manage office-related maintenance issues, including coordinating with the building management company to fix these issues
• Office Administration:
• Update and maintain office policies and procedures, including the employee directory and badge inventory
• Submit and reconcile expense reports
• Occasionally traveling offsite to deliver reports or files or run an office errand
• Keeping inventory of swag online and in the office, alerting senior staff when stock is running low. Manage the online platform if needed, and follow up with the vendor when issues arise
• Order catering for meetings and office events
• Employee Engagement:
• Assist with all new employee onboarding, offboarding, and employee engagement initiatives
• Management Support:
• Assist with Legal Documents and collection of signatures and required authorizations.
• Travel booking requests as needed
• Preparation of visa application required documentation for ECX APAC staff travel and for other ECX staff travel to APAC as needed.
• Other misc. Office/admin/clerical items as assigned

Knowledge, Skills & Abilities

• People-oriented and enjoy interacting with people
• Strong communication, both written and verbal
• Multi or Bi-lingual skills with a strong command of the English language
• Strong attention to detail, active listening, and problem-solving skills
• Commitment to organizational excellence and constant awareness to seek opportunities to improve processes/quality of deliverables
• Superb ability to prioritize and manage multiple projects/responsibilities
• Strong adaptability and effective team player
• Good organization, time management, and scheduling skills
• Autonomous/Independent -- enjoys working with little direction
• Ability to lift 20 lbs independently

Experience

• Strong experience in customer service and hospitality, including 5+ years as in-office administration / Receptionist position.
• Broad administrative background in legal, marketing, accounting, and human resources
• Track record of managing small to medium size projects end to end
• Bachelor’s Degree in Operations or other relevant area
• Those candidates with experience working for a global (multi-continent) company with remotely distributed teams are highly encouraged to apply