Administrative Executive

Role Overview

The Administrative Executive is responsible for delivering end-to-end administrative, secretarial and planning assistance to senior management and the teams within the assigned division or department. This position supports a wide range of office coordination duties, including diary management, travel arrangements, expense handling, correspondence, systems support and event coordination.

The role is designed to keep departmental operations running smoothly and to help teams work together efficiently across daily activities and special functions.

Key Responsibilities

Executive and secretarial support

• Deliver complete secretarial and administrative assistance to senior leaders and the wider team.
• Maintain senior leaders’ calendars by organising meetings, appointments, offsite sessions and lunch engagements.
• Coordinate transportation for offsite meetings and official commitments.
• Welcome visitors and provide refreshments when needed.
• Prepare, handle and circulate reports, official correspondence and supporting documents as required.

Travel and expense administration

• Organise business travel for senior leaders and the department, covering flights, ticket amendments, visa applications, hotel bookings, travel schedules and backup arrangements where necessary.
• Submit and process claims, reimbursements, purchase requests and invoice payments in line with company policies.

Operational and systems support

• Assist staff with system access, purchasing workflows and troubleshooting of administrative tools.
• Support onboarding and exit processes to ensure all administrative steps are completed correctly and on time.
• Maintain document filing systems, including the secure handling of legal and confidential records where applicable.

Department administration and asset control

• Monitor departmental assets and ensure office equipment is properly maintained, serviced and replaced when needed.
• Oversee general office administration, including coordination with building management on repairs, upkeep and facilities-related matters.
• Purchase office stationery, drinks and pantry consumables.
• Assist with office renovation activities, space planning and workplace setup when required.

Events, tours and budget support

• Provide administrative and logistical assistance for team events, port tours and internal or external functions.
• Support annual budget planning and track departmental spending against approved budgets where applicable.

Documentation and records management

• Keep agreements, approvals and financial records accurate and current.
• Manage team portals, mailing lists and other departmental platforms or systems.

Additional duties

• Act as backup support for other divisions or departments when required.
• Carry out any other tasks assigned from time to time.

Requirements

Qualifications and experience

• GCE O Level, A Level, or a Diploma in Business Administration or a related field.
• Prior experience in administration, secretarial work or office management.
• Exposure to enterprise systems will be an added advantage.

Skills and competencies

• Strong planning, coordination and problem-solving ability.
• Effective communication and interpersonal skills, with the confidence to work across all organisational levels.
• Proficiency in Microsoft Office.
• Working knowledge of airline reservation systems, travel coordination and international travel requirements.
• High attention to accuracy, dependability and detail.
• Flexible and able to adapt to changing priorities.
• Professional conduct and personal integrity, with the ability to manage confidential information appropriately.
• Self-driven, service-focused and capable of managing multiple priorities efficiently.

About the Work Environment

This role is based in Singapore and is intended for on-site work.

Additional Information

No stipend or salary details were provided in the source.