Executive Secretary – Office Management

Are you a highly organized professional who thrives on keeping operations smooth and efficient behind the scenes? 
 

As an Executive Secretary - Office Management, you will play a key role in supporting our Singapore Area Office (SAO) and the South East Asia (SEA) Regional Office. Reporting to the Personal Assistant to the President – Asia Pacific / Office Manager, you will be the primary contact for office coordination, vendor management, and team support.

This is a fully office-based role, ideal for someone who enjoys being at the centre of activity and excels in a hands-on, fast-paced environment.

 

HOW YOU WILL MAKE AN IMPACT

Your role is important, and below are some of the fundamental job duties, including but not limited to:

Office Operations & Coordination:

• Liaise with building management on office and facility matters
• Maintain fixed and hot desk allocation using the CollectiveView and Robin systems
• Support weekly and monthly office attendance reporting
• Coordinate the running of “The Social” with vendors like Conrad Singapore Marina Bay and King’s Cart
• Ensure office cleanliness and readiness with the reception team
• Manage vendor relationships for contracts, maintenance, and supplies
• Ensure the reception team maintains stationery and grocery stock levels, purchase orders, and invoices verification
• Ensure the reception team completes the onboarding/offboarding of new joiners/leavers

Administrative Support:

• Ensure the reception team accurately updates the General Manager's database and the Regional Offices' contact lists
• Maintain General Managers' email distribution lists in the Global Address Book
• Ensure bookable offices are accurately booked/utilized
• Provide receptionist coverage when needed
• Assist with ad-hoc tasks assigned by the Office Manager

Relationship Management:

• Foster strong working relationships with internal teams and external vendors
• Be a reliable point of contact for office-related queries and coordination