- Outram Central Region (Singapore) Singapore
Full Time EA - Office Admin Jobs, Salary up to SGD 6,500 in Nova Talent Central Region (Singapore) - Maukerja
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Job Description
Responsibilities
Key Responsibilities
1. Executive Assistance
Provide day-to-day administrative support to the VP Commercial, including calendar management, meeting coordination, travel arrangements, accommodation and visa applications.
Coordinate internal and external meetings, including agendas, meeting rooms, catering and logistics; support visits by regional and global associates.
Manage correspondence, calls, emails and confidential records; prepare presentations, reports and other business documents.
Coordinate the VP's monthly travel and expense (T&E) claims and provide general support on executive matters.
Assist with employee-related administration, including onboarding, offboarding and the coordination of corporate gifts for special occasions.
2. Office & Facilities Administration
Oversee daily office operations, including office and pantry supplies, equipment maintenance and general workplace organisation.
Coordinate external vendors and contractors for cleaning, repairs, refurbishment, renovation, catering and pest control.
Liaise with building management on facilities, maintenance, security and other building-related matters.
Support office space planning, modifications and improvement projects, and manage rental administration, including agreement reviews, key dates and rent payments.
Coordinate local IT support with regional IT teams and external vendors, including hardware, software, network issues, employee workstation setup and offboarding equipment returns.
Maintain the server room, including its organisation, cleanliness and spare equipment inventory.
3. General Business & Operational Support
Provide commercial sales support, including preparing quotations, handling RFQs, validating and processing sales orders, coordinating customer enquiries and delivery updates, and assisting with tender submissions and sales documentation.
Coordinate with Sales, Planning, Operations, L&D and Finance teams on stock availability, shipping schedules, order fulfilment and local customer requirements; maintain relevant CRM and customer records.
Support finance and AP administration, including invoice processing, vendor payments, employee claims, purchase orders, expense tracking, GST submissions and month-/year-end activities.
Assist with company events, meetings and conferences, including vendor, venue, catering, budget and logistical coordination.
Requirements & Qualifications
Diploma or Bachelor's degree in Business Administration, Office Management or a related discipline preferred.
Previous experience in executive assistance and office administration; experience supporting senior or regional management in a multinational organisation is an advantage.
Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook); familiarity with SharePoint and MS Teams.
Strong organisational, communication and stakeholder coordination skills, with excellent attention to detail.
Proactive and resourceful, with the ability to manage multiple priorities independently in a fast-paced environment.
At Nova Talent, we specialize in executive search and end-to-end recruitment solutions across the APAC region, connecting top-tier talent with leading organizations, from startups to multinational corporations (MNCs), in industries such as:
Our team of dedicated professionals leverages extensive market knowledge and a robust network to attract the best candidates tailored to your unique requirements. We pride ourselves on delivering customized strategies that align with your company culture and business objectives.
Whether you are seeking executive leadership or specialized talent, Nova Talent is your trusted partner in navigating the complexities of recruitment across diverse sectors.
Connect with us today to discover how we can support your recruitment needs!
1. Executive Assistance
Provide day-to-day administrative support to the VP Commercial, including calendar management, meeting coordination, travel arrangements, accommodation and visa applications.
Coordinate internal and external meetings, including agendas, meeting rooms, catering and logistics; support visits by regional and global associates.
Manage correspondence, calls, emails and confidential records; prepare presentations, reports and other business documents.
Coordinate the VP's monthly travel and expense (T&E) claims and provide general support on executive matters.
Assist with employee-related administration, including onboarding, offboarding and the coordination of corporate gifts for special occasions.
2. Office & Facilities Administration
Oversee daily office operations, including office and pantry supplies, equipment maintenance and general workplace organisation.
Coordinate external vendors and contractors for cleaning, repairs, refurbishment, renovation, catering and pest control.
Liaise with building management on facilities, maintenance, security and other building-related matters.
Support office space planning, modifications and improvement projects, and manage rental administration, including agreement reviews, key dates and rent payments.
Coordinate local IT support with regional IT teams and external vendors, including hardware, software, network issues, employee workstation setup and offboarding equipment returns.
Maintain the server room, including its organisation, cleanliness and spare equipment inventory.
3. General Business & Operational Support
Provide commercial sales support, including preparing quotations, handling RFQs, validating and processing sales orders, coordinating customer enquiries and delivery updates, and assisting with tender submissions and sales documentation.
Coordinate with Sales, Planning, Operations, L&D and Finance teams on stock availability, shipping schedules, order fulfilment and local customer requirements; maintain relevant CRM and customer records.
Support finance and AP administration, including invoice processing, vendor payments, employee claims, purchase orders, expense tracking, GST submissions and month-/year-end activities.
Assist with company events, meetings and conferences, including vendor, venue, catering, budget and logistical coordination.
Requirements & Qualifications
Diploma or Bachelor's degree in Business Administration, Office Management or a related discipline preferred.
Previous experience in executive assistance and office administration; experience supporting senior or regional management in a multinational organisation is an advantage.
Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook); familiarity with SharePoint and MS Teams.
Strong organisational, communication and stakeholder coordination skills, with excellent attention to detail.
Proactive and resourceful, with the ability to manage multiple priorities independently in a fast-paced environment.
At Nova Talent, we specialize in executive search and end-to-end recruitment solutions across the APAC region, connecting top-tier talent with leading organizations, from startups to multinational corporations (MNCs), in industries such as:
- Life Sciences
- Healthcare (Pharmaceutical & Medical Device)
- Renewable Energy
- Engineering & Manufacturing
- Chemical
- FMCG
- Corporate Functions
Our team of dedicated professionals leverages extensive market knowledge and a robust network to attract the best candidates tailored to your unique requirements. We pride ourselves on delivering customized strategies that align with your company culture and business objectives.
Whether you are seeking executive leadership or specialized talent, Nova Talent is your trusted partner in navigating the complexities of recruitment across diverse sectors.
Connect with us today to discover how we can support your recruitment needs!
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