Executive Assistant and Office Administrator

Role overview

This position combines executive support and office administration for the Singapore Store Support Centre. You will assist two P&C Directors with high-level coordination while also helping keep daily office operations running smoothly and supporting a positive employee experience. The role calls for strong organisation, sound judgement, confidentiality, and a proactive approach to improving processes and service quality.

Executive support

• Offer dependable administrative support to two P&C Directors.
• Manage complex calendars, resolve scheduling clashes, and keep leaders prepared for meetings and commitments.
• Arrange travel, accommodation, itineraries, and expense claim processing.
• Handle correspondence professionally and discreetly.
• Serve as a central coordination point for internal and external stakeholders.

Office operations and administration

• Support the everyday administration of the Singapore SSC office.
• Coordinate reception coverage when needed.
• Manage pantry items, office supplies, and general office organisation.
• Assist employees with administrative questions and office-related support.

Governance, meetings, and coordination

• Coordinate meetings, prepare agendas and supporting documents, and distribute materials.
• Track approval workflows and follow up on action items.
• Ensure administrative support for key P&C and office processes is accurate and completed on time.

Events and employee engagement

• Plan and support P&C team events, town halls, festive functions, well-being activities, and other company gatherings.
• Handle event logistics, vendor and venue coordination, stakeholder communication, materials preparation, and budget tracking.
• Help ensure events are delivered in a polished and efficient manner.

Digital systems and process improvement

• Administer selected office and employee support tools such as digital business cards, access management, and employee discount-related processes where relevant.
• Maintain records, support reporting enhancements, and help troubleshoot issues with relevant teams.
• Identify opportunities to simplify administration and improve service delivery through digitalisation.

Confidentiality, collaboration, and team support

• Manage sensitive P&C and employee information with strict confidentiality.
• Build effective relationships across functions and markets.
• Communicate proactively and contribute to a service-focused, collaborative team culture.
• Support capability building, learning coordination, and broader initiatives aligned with company values and ESG commitments where required.

Requirements

• A bachelor’s degree, diploma, or recognised professional certification in business administration, secretarial studies, office management, human resources, or a similar field.
• Minimum 8 years of relevant experience in executive assistant, office administration, or business support roles, ideally supporting senior leaders in a fast-moving corporate setting.
• Private Secretarial certification or comparable administrative training will be considered an advantage.
• Strong planning, organisation, and coordination abilities with the capacity to handle multiple priorities accurately and on time.
• Good interpersonal and communication skills, including confidence in dealing with senior leaders, vendors, and employees across teams.
• Proven judgement and discretion when dealing with confidential or sensitive matters.
• Experience supporting events, travel arrangements, and office operations is highly preferred.
• Comfort with Microsoft Office and digital administrative tools, along with a mindset for continuous improvement and process digitalisation.

Additional information

The role is based in Singapore and is a full-time, onsite position.

No stipend or salary details were provided in the source information.