Executive Assistant & Office Manager

About RIMOWA

RIMOWA is recognized as the pioneering German Maison within the LVMH Group. As a global lifestyle brand, our mission centers on crafting essential travel tools that balance function and luxury, tradition and innovation, as well as craftsmanship and design. With over 120 years of heritage, we focus on creating products designed to endure a lifetime of meaningful journeys.

Role Overview

We invite you to become part of our team as an Executive Assistant & Office Manager in Singapore, providing comprehensive executive support to the Managing Director while managing the daily operations of our Singapore office. This role demands exceptional organizational capabilities, discretion, and the foresight to address business needs within a dynamic environment. Proficiency in Microsoft Office and AI-enhanced productivity tools is essential for driving efficiency and preparing refined presentations and business communications.

Key Responsibilities

• Offer anticipatory, top-tier administrative assistance to the Managing Director, overseeing a demanding and fluid calendar by prioritizing engagements and coordinating both internal and external meetings.
• Act as the main liaison for scheduling and organizing meetings involving regional and global stakeholders.
• Arrange comprehensive travel plans domestically and internationally, covering flights, lodging, visas, ground transport, and detailed itineraries.
• Prepare, submit, and reconcile expense reports following company guidelines.
• Compose, review, and fine-tune business correspondence, reports, presentations, meeting agendas, and minutes.
• Generate premium-quality PowerPoint presentations tailored for leadership forums, business reviews, and executive outreach.
• Handle confidential assignments and sensitive information with utmost professionalism and discretion.
• Proactively anticipate and resolve administrative challenges to support the Managing Director’s workflow.
• Manage the daily functioning of the Singapore office ensuring a professional, efficient, and inviting work environment.
• Supervise office resources, including facilities, supplies, equipment, vendors, and service providers to maintain uninterrupted operations.
• Coordinate maintenance, repairs, and ensure adherence to workplace health and safety standards.
• Organize office events, team engagements, and logistics for visiting executives.
• Maintain organized office documentation, filing systems, and administrative procedures.
• Assist with onboarding processes such as setting up workspaces and orienting new employees.
• Engage with building management, suppliers, and external partners regarding office-related concerns.
• Leverage AI tools (e.g., Microsoft Copilot, ChatGPT) to boost administrative productivity, summarize data, and improve document and presentation quality.
• Develop professional reports, dashboards, spreadsheets, and executive documentation using Microsoft Excel, PowerPoint, and Word.
• Identify and implement improvements to administrative workflows to enhance efficiency.
• Offer ad hoc administrative and project support to leadership when needed.

Required Skills & Experience

• At least 7 years' experience in executive support roles such as Executive Assistant, Executive Coordinator, or Office Manager.
• Proven ability to support senior executives in a busy corporate setting.
• Expert-level skills in Microsoft Office applications, including PowerPoint, Excel, Outlook, and Word.
• Experience utilizing AI-based productivity software like Microsoft Copilot, ChatGPT, or similar platforms to enhance output quality and efficiency.
• Superior skills in designing PowerPoint presentations with attention to detail and visual narrative techniques.
• Excellent organizational and multitasking abilities, managing various priorities simultaneously.
• Strong communication proficiencies in both written and spoken English.
• Competent in managing relations with senior leaders and external stakeholders.
• Maintains high standards of discretion, professionalism, and confidentiality.
• Proactive, resourceful problem solver with a solution-oriented attitude.

Educational Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, or related fields is preferred.
• Certification in Executive Assistance or Office Administration is considered a plus.