Overview
Eexcutive Assistant cum Office Administrator Jobs in Singapore, Singapore at Aboitiz Foods
Title: Eexcutive Assistant cum Office Administrator
Company: Aboitiz Foods
Location: Singapore, Singapore
The Executive Assistant cum Office Admin plays a crucial role in providing comprehensive administrative support to the Business CEO and other Executives and overseeing office operations to ensure smooth functioning.
Key duties and responsibilities:
Executive Support
Provide comprehensive administrative support to the Business CEO and other Executives, including managing calendars, scheduling meetings, and handling correspondence
Coordinate meeting logistics, such as room reservations, audiovisual equipment setup, and distribution of materials
Prepare detailed and accurate meeting agendas and minutes, ensuring all relevant topics and materials are included for thorough discussion and decision-making
Handle sensitive and confidential information with discretion, maintaining secure electronic and physical files to safeguard privacy and confidentiality
Travel Management
Coordinate with travel agents to search, book, and confirm flights for the Business CEO, Executives, and other staff, ensuring optimal travel arrangements and adherence to company policies
Facilitate visa applications for employees traveling internationally, including gathering necessary documentation and completing application forms
Communicate travel itineraries, visa statuses, and relevant travel information to employees
Office Administration
Oversee day-to-day office operations, including procurement of supplies, equipment maintenance, and facility management
Monitor the administrative budget, tracking expenses, analyzing variances, and providing recommendations for cost-saving measures
Coordinate office events, including employee engagement initiatives, corporate social responsibility (CSR) projects, and corporate branding activities at the country level, as well as client meetings and company celebrations
Support onboarding and offboarding of employees on office administrative matters
Provide basic IT support and troubleshooting for office equipment and software applications, escalating complex issues to the IT department as necessary
Coordinate with telecommunication companies to oversee telephone line installation and cellular phone subscription
Act as a fire warden, coordinating emergency drills and ensuring adherence to office safety protocols
Respond to all incoming calls, directing inquiries to the appropriate contacts
Receive and process incoming and outgoing couriers, logging deliveries, distributing packages, and ensuring accurate record-keeping
Minimum qualifications:
A bachelor’s degree is preferred
5-7 years of secretarial work experience, including 3 years supporting senior management
Ability to multitask, maintain confidentiality, and adapt to changing priorities
Experience working with regional leadership teams and leveraging technology for scheduling
Strong communication and computer skills
