Kerja Sepenuh Masa, Executive Assistant - Office Manager di IMCD - Maukerja

Executive Assistant & Office Manager

Reporting to: President, APAC

Job Summary:

The Executive Assistant and Office Manager is responsible for providing high-level administrative and secretarial support to the President, APAC and leadership team members, while overseeing day-to-day office operations, facilities coordination, vendor liaison, travel arrangements and general administrative support. This role requires a highly organised, discreet and proactive individual who can manage confidential information, support a professional office environment.

Job Description:

Executive Administrative Support – President, APAC

• Provide comprehensive administrative and secretarial support to the President, APAC.
• Handle confidential information with a high level of integrity, professionalism and discretion.

Administrative Support – Local Leadership Team

• Coordinate travel arrangements, including visa application support.
• Coordinate regional meetings, business reviews, budget reviews, town halls or internal events as needed.
• Assist with ad hoc business coordination and administrative projects as assigned.

Office Operations and Administration

• Act as the first point of contact for external calls and guests, while managing visitor reception, incoming and outgoing mail, packages, courier deliveries and document circulation.
• Serve as a key point of contact for vendors, clients and internal stakeholders, managing correspondence and inquiries professionally where required.
• Oversee daily office operations to ensure a clean, safe, organised and comfortable work environment.
• Manage office supplies, office equipment, pantry supplies and related administrative requirements.
• Manage and coordinate office-related vendors and service providers, including local hotel vendors, travel agency, courier, facilities and other administrative support vendors as required.
• Coordinate travel arrangements, including flights, accommodations, land transfers, and visa application support for incoming visitors to the IMCD Singapore office.
• Coordinate logistics for internal and external meetings and events, including venue and restaurant bookings, refreshments, meeting room arrangements and related administrative support for employees, visitors and business guests.
• Maintain office records, documentation and administrative files in an organised and up-to-date manner.
• Coordinate office facility and safety management matters, liaising with the landlord, building management and vendors to resolve issues promptly.
• Support office improvement initiatives, including office fit-out, expansion and renovation matters.

Other Duties

• Perform any other duties as assigned.

Requirements:

• IT literacy and proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Confident in learning and using computer software quickly
• Able to communicate effectively in English
• Diploma / Degree holder with prior experience in administrative roles
• Strong interpersonal, written and communications skills
• Meticulous, analytical, organized, resourceful, self-motivated and enjoy challenges
• Excellent organizational and time management skills, with the ability to multi-task and prioritize tasks
• Mature and adaptive and able to interact well with all levels
• Flexibility to adapt to a fast-paced and rapidly changing environment
• Ability to work independently and as part of a team