Executive Assistant & Office Administrator

About Aquatech

Aquatech is a global leader in water purification, wastewater treatment, water reuse, and process technologies serving industrial and infrastructure customers worldwide. With operations across Asia, North America, the Middle East, and Europe, Aquatech delivers innovative solutions that enable sustainable industrial growth through efficient water management.

This role will be on the rolls of Century Water Systems & Technologies Pte Ltd, Singapore which is a wholly owned subsidiary of Aquatech. The requirement is for a highly capable Executive Assistant & Office Administrator to support the Senior Vice President of Global Outsourcing while overseeing the day-to-day administration of the Singapore office. This role combines executive support, office operations, stakeholder coordination, travel management, event planning, and administrative leadership. The successful candidate will be atrusted partner to senior management and play a key role in ensuring the smooth operation of our Singapore office and regional business activities. This is ahybrid role that combines executive support and office management responsibilities.

The ideal candidate isresourceful, detail-oriented, comfortable managing multiple priorities, andcapable of working independently in a fast-paced international environment.

Key Responsibilities

Executive Assistant Support (Approx. 50%)

Calendar & Schedule Management

• Manage and maintain the SVP's complex calendar.
• Coordinate internal and external meetings across multiple time zones.
• Prioritize appointments and proactively identify scheduling conflicts.
• Arrange meeting logistics including venue bookings, Teams meetings, catering, and visitor coordination.
• Act as the key administrative support to the other Senior Management at Singapore Office besides Visiting Leaders in their admin related requirements.

Travel Management

• Coordinate domestic and international travel arrangements.
• Manage flights, hotels, visas, transportation, and detailed travel itineraries.
• Track travel expenses and reimbursements.
• Ensure seamless travel execution for business trips.

Meeting & Communication Support

• Prepare meeting agendas, briefing materials, presentations, and reports.
• Take meeting notes and track follow-up actions where required.
• Serve as a point of contact for internal and external stakeholders.
• Coordinate logistics for regional visitors and international colleagues.
• Organize leadership meetings, customer visits,workshops, and executive events.

Administrative Support

• Draft correspondence, letters, and routine communications.
• Manage filing systems and confidential documentation.
• Assist with expense claims and administrative approvals.
• Support special projects and ad-hoc assignments.

Office Administration & Operations (Approx. 50%)

Office Management

• Ensure smooth day-to-day operation of the Singapore office.
• Coordinate office facilities, maintenance, and workspace requirements.
• Liaise with landlords, building management, contractors and service providers.
• Manage office supplies, stationery, pantry inventory, and procurement.

Vendor & Service Coordination

• Coordinate with travel agencies, courier services, IT vendors, telecom providers, and office suppliers.
• Maintain vendor records and service contracts.
• Monitor administrative expenses and vendor invoices.

Employee Support

• Assist with onboarding and offboarding activities.
• Coordinate office access cards, workstations, IT setup, and employee administration.
• Support employee engagement activities and company events.
• Maintain employee records as required for administrative purposes.

Compliance & Documentation

• Maintain office records and administrative documentation.
• Monitor office facilities and identify operational issues, coordinating timely follow-up and resolution.
• Ensure office practices comply with company policies and local regulations.

Event & Visitor Management

• Coordinate customer visits and executive meetings.
• Support corporate events, workshops, and company functions.
• Provide administrative and coordination support for marketing initiatives, conferences, exhibitions, industry events, customer workshops, and corporate functions.
• Arrange logistics for regional visitors and international colleagues.

Requirements

Education

• Diploma or Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field.

Experience

• Minimum 5-10 years' experience as an Executive Assistant, Personal Assistant, Office Administrator, or similar role.
• Experience supporting senior executives is essential.
• Previous experience managing office administration responsibilities is highly preferred.
• Experience in a multinational company (MNC), engineering, infrastructure, industrial, or technical environment is advantageous.

Skills & Competencies

Technical Skills

• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience using Microsoft Teams and virtual meeting platforms.
• Familiarity with travel booking systems and expense management tools.
• Comfortable preparing professional presentations and reports.
• Familiarity with Singapore employment practicesand office administration requirements.
• Excellent written and spoken English.

Personal Attributes

• Highly organized, responsible and detail-oriented.
• Strong planning and coordination abilities.
• Proactive and able to anticipate needs.
• Excellent interpersonal and communication skills.
• High level of discretion, confidentiality and integrity.
• Ability to multitask and prioritize effectively.
• Professional, polished, proactive and service-oriented.
• Capable of working independently with minimal supervision and maturity.