Executive Assistant cum Office Admin (6 Month Contract)

Position Summary Provides administrative support to General Manager and HR Manager to ensure efficient operation of office.  Answers phone calls, schedules meetings/interviews and supports visitors. Carries out administrative duties such as filing, typing, copying, binding, scanning, mailing, etc. Office Admin Key Responsibilities: • Support in arranging company events (town halls, kick-off meetings, team building, etc.) • Overseeing building projects, renovations, or refurbishments • Manage contract and price negotiations with office vendors, service providers and office lease. • Dealing with General Email/correspondence, vendor complaints and queries • Set up internal and external meetings and arrange meals. • Overseas visitor arrangements (hotel, transportation, visa, meal arrangements), where applicable • Prepare office supply accordingly and distribute welfare goods. • Provide administrative support to ensure efficient operation of office. • Support business day-to-day processes for LBS SEA • Support recruitment activities such as, scheduling with recruiters and hiring managers on interview schedules, and other related processes. • Schedules on-boarding template for new hires, including preparation of on-boarding equipment and collection of company belongings during off-boarding. • Liaise with IT team to ensure laptops/mobile phones are ordered ahead of time for new hires via iBuy • Assist employees with any simple office inquiries and needs regarding company policies, benefits, and training. • Packing of all types of outgoing mails/parcels, UPS, DHL and private couriers. • Maintain business e-documents and filing system, including but not limited to company properties, business letter. • Support employee engagement activities/communication. • Handle all others day-to-day ad hoc projects, multitasking and miscellaneous duties assigned by the HR/Division manager. • Support company events, such as team building, employee recognition activities, anniversary, birthday, picnics, retirement, or off-site meetings etc. • Support benefits administration, social insurance & welfare pension for non-confidential portion of the request. • Create IBUY application, verifying invoices for payment, goods receive and posting entry for SU and office purchase items, including consolidating all office facilities supporting documents, follow up on PO and invoice, etc to SAP. • Support the administrative job for trainings. • Work as “EHS coordinator” Executive Assistant Key Responsibilities: • Manage and prioritize executive calendars, scheduling meetings and appointments. • Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation. • Prepare and edit correspondence, reports, and presentations with a prominent level of accuracy. • Manage confidential information with discretion and professionalism. • Organize and manage executive-level meetings, including preparing agendas for the APAC Leadership Team. • Monitor and prioritize incoming communications, such as emails and phone calls. • Assist in the planning and execution of special projects and events such as Annual Kick-off meetings and quarterly APAC Leadership Team meetings. • Provide general administrative support to the executive team as needed. EA License No. 01C4394 • RCB No.200007268E •EA Registration No. R22109454 Malcolm Lee Jun Hao By sending us your personal data andcurriculum vitae (CV), you are deemed to consent to PERSOL Singapore Pte Ltdand its affiliates to collect, use and disclose your personal data for thepurposes set out in the Privacy Policy available at https://www.persolsingapore.com/policies. You acknowledge that you have read, understood, andagree with the Privacy Policy.