EA & Office Admin

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.