Executive Assistant & Office Administrator

About the company

Eight Eleven Pte. Ltd. is a Singapore-based management and advisory company. We are a small team, so this role carries real responsibility and room to grow.

Your tasks

Executive Support

• Manage the CEO’s calendar, resolve scheduling conflicts, and ensure meetings start on time.
• Safeguard the CEO’s time. Screen and manage calls and visitors with professionalism and discretion.
• Handle personal matters for the CEO as required, freeing up time and increasing efficiency.
• Prepare and submit monthly expense reports in compliance with company policies.
• Edit and format communications, presentation decks, reports, and meeting materials.
• Perform simple research as directed.

Office Administration

• Run the office day to day, working with the serviced-office provider on access, meeting rooms, facilities and supplies.
• Keep company records, contracts, licences, insurance policies and subscriptions up to date, and track renewal dates.
• Maintain the company’s physical and digital filing.
• Manage office vendors and service providers, and route their invoices for approval and payment.
• Coordinate onboarding for new joiners, including equipment, access and accounts.

Coordination and Team Support

• Organize and prepare for board and external stakeholders’ meetings, including agenda distribution, technology setup, logistics and catering.
• When required, attend key meetings to record meeting minutes and track follow-up tasks.
• Act as a liaison between the CEO, clients, and business partners.
• Oversee assigned administrative projects and initiatives from planning through execution.
• Support the Chief of Staff and the rest of the team with administrative work, document preparation and research when needed.
• Take on new responsibilities as the company grows.

Requirements

The ideal candidate is a resourceful, meticulous and highly organised problem-solver. You are adaptable and thrive in a fast-paced environment. When managing stakeholders, you are professional, clear, and diplomatic. You maintain strict discretion when handling corporate and personal information.

We believe that technical skills can be learned, but attitude and mindset cannot be taught. We are looking for candidates who possess a growth mindset, a strong willingness to learn, and a proactive, "can-do" attitude.

Candidate must be of high integrity, highly organized and meticulous, a self-starter, makes sound judgement and is absolutely discreet with business and personal matters.

Candidate should have

• Education: Diploma, or Bachelor’s degree.
• Experience: 5-7 years as an executive assistant, personal assistant or office administrator. Experience supporting a business owner or senior executive, including personal matters, is a bonus.

• Communication Skills: communicates concisely and clearly. Good command of English with strong written and verbal skills. Able to manage all stakeholders professionally.
• Collaboration: A proactive team player, and equally capable of working independently with minimal supervision.

• Software Proficiency: Proficiency in Microsoft Office 365 – Outlook, Word, Excel, and PowerPoint, or Google Workspace – Docs, Sheets, Slides, and Gmail.

Other

Position overview The Executive Assistant & Office Administrator is a full-time generalist role reporting to the CEO and based at our Shenton Way office. You will support the CEO with office and personal administration, keep the office running and up to date, and support the Chief of Staff and the rest of the team when needed. The role will grow with the company.