Top 10 Admin Assistant Jobs in Singapore 2023
Administrative Assistants play an important role in organizing, managing, and keeping an office running. Most administrative assistants are responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages.
Top 10 Admin Assistant Jobs in Singapore 2023
Listing Date: 26 October, 2023
Admin Assistant- job post
A&Z RENOVATION AND CONSTRUCTION PTE. LTD.
Singapore
$3,000 – $5,500 a month – Full-time
Job details
Pay
$3,000 – $5,500 a month
Job type
Full-time
Full Job Description
- Responsible for the maintenance of office areas and equipment, as well as layout and housekeeping of office facilities
- Work closely with workspace team on the project management of office renovations and seating plan design
- Forecast staff movements to recommend and facilitate seating plan arrangements
- Prepare and consolidate monthly office administrative reports
- Assist with HR duties including employee on-boarding and off-boarding process, maintain staff records, coordinate training logistics
- Support employee on-boarding/off-boarding process
- Manage the onboarding / offboarding process for all staff
- Conducts orientation for new hires on the office layout, office services guidelines and policies.
- Responsible for office decoration, both festive and general celebrations
- Organising HQ events and activities .
- Any other duties and responsibilities involved within the role as assigned from time to time.
Qualifications & skills
- 3 years of experience in office administration with a good understanding of office management processes
- Critical thinking and problem-solving skills
- Demonstrate sound work ethics and possess cultural awareness and sensitivity
- Self-starter with initiatives and drive to get things done
- Proficient in MS Office
Office Administrator & Assistant- job post
ANTLER SG PTE. LTD.
Singapore
$3,500 – $4,500 a month – Full-time, Permanent
Job details
Pay
$3,500 – $4,500 a month
Job type
Full-time
Permanent
Full Job Description
- Antler is a global early-stage venture capital firm that invests in the defining technology companies of tomorrow. The opportunities to innovate and positively impact the world are bigger than ever, and the leading companies of tomorrow are being built today.
- Antler is on a mission to fundamentally improve the world by identifying, investing in and challenging the world’s most exceptional people to build groundbreaking technology companies.
- We believe anyone with the right grit, spike, drive, and ambition can change the world. Antler is present in most major startup ecosystems across five continents, including in hubs such as New York, London, Berlin, Bangalore, Singapore and Sydney. Since launching in 2017, we have invested in over 700 companies across the world, and our portfolio represents over 30 different industries, such as healthtech, proptech, deeptech and fintech.
- The aspiration for Antler is to be the world’s leading and preeminent early-stage VC, and a partner for the most exceptional founders from pre-idea to IPO. We are building a global platform, with the aim to be present in every entrepreneurial hub in the world.
50% Office Administrator
- Provide full spectrum of administrative operations support to the office, including office supply, office maintenance and arrangements, maintenance of telephone directory, supervise office cleaner, etc.; meeting room bookings
- Perform the duty as the office receptionist, including handling and maintaining phone calls, greet and accommodate guests in a professional manner , mailing and courier services, etc.;
- Coordinate travel arrangements for executives and employees in the office, accommodations arrangements for travelers and visitors;
- Coordinate vendors for office facility procurement and maintenance, ensure all staff are informed on the impact of work environment and the services are duly rendered by vendors;
- Manage external vendors and suppliers including the landlord for facility management
- Verify and process all invoices, and coordinate with Finance Department to ensure timely payments to vendors;
- Manage external vendors and suppliers including the landlord for facility management
- Developing, reviewing, and improving administrative systems, policies, and procedures. Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
- Manage office tenants contract renewal
- Other ad-hoc administrative duties as required
50% Assistant to MD & Elevate Teams
- Provide sophisticated calendar management to the MD and Elevate teams by scheduling appointments, meetings, engagements and daily activities including running errands
- Serve as the primary point of contact for internal and external parties on all matters pertaining to the MD, Capital and Elevate teams
- Manage, coordinate and arrange travel and travel-related activities, including fights, hotel bookings and transportation for the MD and other senior executives
- Maintain professionalism and strict confidentiality with all matters and exercise discretion when interfacing with the business
- Assist in planning and coordinating all corporate and company events
- Ensure employee travel arrangements are in compliance with corporate policy and budget
Novotel Singapore on Stevens : Asst Executive Housekeeper- job post
OXLEY GEM PTE. LTD.
Singapore
$3,500 – $4,000 a month – Full-time
Job details
Pay
$3,500 – $4,000 a month
Job type
Full-time
Full Job Description
Primary Responsibilities
Business Performance
- Prepare periodical department budget & forecast, manage all operational costs within budgets
- Monitor and control inventories for operating equipment including linen, crockery and glassware where applicable
- Prepare and analyze monthly P&L and month-end reports, identify deviation from business plan goals
- Participate in management meetings to review progress towards achievement of business plan goals and develop the annual business plan related for the department.
Operation
- Compile and update Standard Operating Procedures for all areas of responsibility periodically
- Ensure that all auditing and reporting standards are conveyed to staff and adhered to
- Ensure that guests enjoy impeccable housekeeping product and that services offered by team members are offered in a timely manner
- Conduct quality control inspections of all areas of the hotel and share results with the team
- Work with Chief Engineer to maintain areas of the hotel to the highest standards and assist in scheduling periodic property maintenance followed by spring-cleaning
- Conduct monthly Staff Meetings and daily briefings with Operational Managers
- Manage all outside contractors relating to his/her department ensuring that they follow all hotel policies
- Oversee operations of Laundry and Linen, Flower and Decoration, and Butler Service
Team Management
- Interview, select and recruit Housekeeping employees
- Identify and develop team members with potential
- Conduct performance review with the team
- Constantly monitor team members’ appearance, attitude and degree of professionalism
- Develop, conduct maintain all staff training programs for team members, focusing on their development needs, providing them with new skills to meet the changing needs of the business
- Prepare weekly staff schedules keeping in mind anticipated business, operating budgets and standards of service
- Prepare payroll and gratuity reports
- Conduct monthly departmental meetings to provide information to team members, obtain their feedback, rectify operation issues and provide a regular forum for department communication
- Manage organization and cleanliness of departmental areas by conducting weekly walk through
- Perform other duties assigned by the Management
Main Complexity/Critical issues in the Job
Maintain highest standards and quality of services in housekeeping operation to meet and exceed guests’ expectation while managing operational costs within budgets.
Profile
Knowledge and Experience
- Secondary / High school education
- Additional certification(s) from a reputable Hospitality Management school will be an advantage
- Minimum 6 years of Housekeeping experience with 3 years at a management level
- Excellent reading, writing and oral proficiency in English language
- Ability to speak other languages and basic understanding of local languages will be an advantage
- Good working knowledge of MS Excel, Word, & PowerPoint
- High degree of professionalism with sound human resources management and business acumen capabilities
Competencies
- Strong leadership, interpersonal and training skills
- Good communication and customer contact skills
- Results and service oriented with an eye for details
- Ability to multi-task, work well in stressful & high-pressure situations
- A team player & builder
- A motivator & self-starter
- Well-presented and professionally groomed at all times
Executive/Personal Assistant to Founder- job post
THATBIOTUTOR PTE. LTD.
Singapore
$3,200 – $4,200 a month – Full-time
Job details
Pay
$3,200 – $4,200 a month
Job type
Full-time
Shift and schedule
Monday to Friday
Benefits
Pulled from the full job description
Flexible schedule
Food provided
Professional development assistance
Full Job Description
Picture this, you’re looking to be the right-hand Executive/Personal assistant to a Founder/CEO .
But… you’re lost in a sea of job posts. Which to choose?
I know your time is precious, so here’s a short vid of me, Keefe, explaining why this could be your dream job: https://www.youtube.com/watch?v=pBirJo1rMb0
**You’ll be my right-hand person who I closely work with and consult with. You’ll be extremely important to me, both in our company and in my life, because you’re freeing me up for high-leverage work + making me a lot less overwhelmed from all the tasks I have to do.**
You’ll Love This Position If:
- You love playing a Supporting Role and bringing out the best in the Founder/Executive you’re working for
- You want a culture of excellence and high standards , yet filled with genuine support and honest feedback
- You yearn for growth and challenge in your work
- You hate office politics and red tape (I hate those too)
- You want job security (I intend to work with you for years , if not decades )
- You want life balance (We work really hard, but at the same time, I set boundaries outside of work and will rarely need to call on you outside of work hours , unlike other PA/EA roles.)
- You need meaning in your work, and want to positively impact the grades and lives of thousands of students every day.
You’re The Right Person If:
- You have already worked in a PA/EA/secretary role in the past, and successfully made your executive more productive by taking admin/minor tasks off their plate
- You’ve been praised for being detail-oriented and highly organised
- You’re relentless about task completion, and troubleshooting/problem-solving is second nature.
- You are tech-savvy , and constantly leverage tech to do your bidding
- You’ve been recognised as a pleasant and clear communicator
What We Do:
- We’re a tuition business that gives the high quality biology education and care that our students are not getting in school.
- We help thousands of students across Singapore for free through our online resources, apart from our 50+ and growing paying students.
- We treat our customers like royalty – and we’re constantly reminded of our impact by the stream of messages from students (both paying and non-paying) thanking us for how much we’ve impacted their grades.
- We believe in personal growth – you’ll get access to lots of learning + direct mentorship from the Founder
- We’re fast-paced doers, not talkers . We hold ourselves to a high standard of excellence.
Quick Overview:
Company: ThatBioTutor Pte. Ltd. (www.thatbiotutor.com)
Commitment: Full-time/Part-time (with path to full-time)
Location: In-person (Dover) with occasional remote flexibility
A Free Gift:
- Because you took the time to read this, I’d like to thank you with this Free Masterclass: 7 Job
- Application Secrets For Personal Assistants (From An Employer’s POV!)
- Access it free here: https://www.thatbiotutor.com/pa-masterclass
- Even if you don’t end up working with me, i believe you’ll still gain lots of valuable information from it.
- Get Started:
Welcoming those who live in Singapore to apply only! Plus, highly preferred you live in the West – Central – North West of SG for easy commuting over the years you’ll be working with me].
Want to skip past the rest of the candidates? Apply here DIRECTLY: https://calendly.com/keefefons/chat-with-founder
Research our company as much as you like here: www.thatbiotutor.com
Check out our Instagram: instagram.com/@thatbiotutor
Job Type: Full-time
Salary: $3,200.00 – $4,200.00 per month
Benefits:
Flexible schedule
Food provided
Professional development
Schedule:
Monday to Friday
Supplemental pay types:
Overtime pay
Experience:
Personal assistant experience: 1 year (Required)
Ability to Commute:
Singapore 130028 (Required)
Work Location: In person
Expected Start Date: 20/10/2023
Administrative Assistant- job post
LYONDELL SOUTH ASIA PTE LTD
Singapore
$4,400 – $4,800 a month – Full-time
Job details
Pay
$4,400 – $4,800 a month
Job type
Full-time
Full Job Description
Basic Function
Provide secretarial and administrative support to the Commercial team in a professional and efficient manner. Also, responsible for overseeing general office duties for Singapore office.
RESPONSIBILITIES AND ACCOUNTABILITIES:
- Preparation of monthly sales report data and comparison with budget and forecast.
- Initialize communication with customers for receivable collection; handle business related queries as directed by Sales.
- Well connected with various support functions and business group, able to channel customer / external requests to the right internal party for action.
- Provides day-to-day secretarial and administrative support to the Commercial team including preparing presentation materials, making meeting / travel arrangements, taking phone messages, filing expense reports, handles payments (issue PR, SES) etc.
- Coordinates and provides logistics support for business / customers conferences; organize employees and Company events.
- Reviews and negotiates hotel rates for travelers in Singapore and contracts for administrative services with vendors.
- Plans and manages the office administration services of the Singapore office such as office cleaning and maintenance work; purchases office supplies and equipment.
Education:
Diploma/ Bachelor in Business Studies or related discipline
Work Experience:
5 years working experience preferably with multinational companies
Licenses & Certifications:
Vritical Competencies/ Behaviours:
Initiative and able to work independently
Good team player
INSTILLS TRUST AND EXEMPLIFIES INTEGRITY
Shows personal commitment to upholding policies, practices and all aspects of the Code of Conduct
Honors agreements and commitments, even when working through competing priorities
Challenges questionnable conduct or proposals and in addition to reporting them formally, integrates learnings into their own actions and behavior
DRIVE RESULTS
Challenges the status quo to drive continuous improvement with a strong drive to achieve superior results
Proactively consults with others and leads internally focused initiatives for successful completion
Acts with a sense of urgency to complete tasks
Sets high standards for own performance
DEMONSTRATE COURAGE
Proactively takes on the unknown and under ambiguity
Raises difficult issues to ensure they are addressed
Offers ideas or opinions candidly even if it means taking a personal/professional risk
Delivers difficult messages candidly and respectfully
COLLABORATES
Demonstrates the ability to recognize the value of specific information and identify parties with “need to know”
Openly shares information with others as appropriate
Demonstrates the ability to effectively use a situational communication style and/or persuasion skills to accomplish business objectives through others without direct authority.
Encourages unity and teamwork rather than “us vs. them” thinking
BUILDS EFFECTIVE TEAM
Participates in constructive dialogue with the team, ensuring multiple perspectives are considered and proactively impacts strategies and decisions within their area of support
Places the team’s priorities above personal objectives and open to constructive feedback to increase team effectiveness
Supports team decisions and promotes team spirit
Involves others appropriately when working on team projects
CULTIVATES INNOVATION
Brings forth creative ideas and innovative solutions
Proactively identifies problems and/or situations not obvious to others and/or not learned from previous experience
Explores multiple alternatives to resolve an issue and/or improving work processes
Is open to and builds upon new ideas and solutions offered by others
ENSURE ACCOUNTABLITY
Monitors progress of performance and course corrects when necessary
Takes ownership of own work
Takes responsibility for successes and failures in own work and follows through on commitments
Strives for continuous improvement and offers ideas on how to make things better
CUSTOMER FOCUS
Conducts research to better understand the customer’s business to help anticipate and meet their needs
Committed to identifying ideas and solutions to improve customer service
Partners with customers to resolve problems
Internalizes and leverages customer feedback to meet their future needs (is one step ahead of the client)
Skills:
Good PC Skills, preferably with hands on SAP experience/ knowledge
Languages:
Good command of both written and spoken English.
President Office Assistant Manager- job post
TRINA SOLAR ENERGY DEVELOPMENT PTE. LTD.
Singapore
$4,500 – $6,500 a month – Full-time, Permanent
Job details
Pay
$4,500 – $6,500 a month
Job type
Full-time
Permanent
Full Job Description
In line with the company’s development strategy and to address the challenges posed by rapid business growth, the President Office Assistant Manager was established to assist the Executive Director in coordinating daily business travel, schedule management, reception, crucial day-to-day operational matters, and change management.
1. Assist the Deputy Director with Daily Executive Tasks:
Support in daily executive tasks such as travel arrangements, meeting minutes compilation, reception coordination, and information gathering.
2. Assist the Director and Deputy Director with CEO-related Meeting Execution and Minutes Compilation:
Aid in implementing directors’ related meetings and assist in compiling meeting minutes as directed by the Director and Deputy Director.
3. Support in Reception Arrangements:
Assist in the practical arrangements for receptions as directed by the Director and Deputy Director.
4. Provide Support for Ad-hoc Tasks Directed by the Director and Deputy Director:
Support the Director and Deputy Director in handling ad-hoc tasks as needed.
Job Qualifications
Work Experience: Minimum 3 years of relevant experiences.
Language Proficiency: Strong proficiency in both Chinese and English, in order to liaise with Chinese counterparties.
- Communication and Coordination: Exceptional organizational, communication, persuasion, resource coordination, and teamwork skills.
- Critical Thinking: Sharp judgment and understanding of core critical points in major matters.
- Problem-Solving: Ability to identify, analyze, and flexibly solve various problems.
- Learning Agility: Rapid learning and adaptability, strong self-motivation, and execution capabilities.
Reception Skills: Basic capabilities in business reception.
Work Attributes: Resilient, capable of enduring extended work hours, strong ability to handle pressure, a high sense of responsibility, meticulous attention to detail, a strong sense of confidentiality.
HR cum Accounts Executive/Assistant- job post
TRIFIC SOLUTIONS PTE. LTD.
Singapore
$3,500 – $4,500 a month – Full-time
Job details
Pay
$3,500 – $4,500 a month
Job type
Full-time
Full Job Description
Job Opening: HR cum Accounts Executive/Assistant
Salary: SGD 3,500 – SGD 4,000
Location: Singapore, Bukit Merah
Our client, an IT Solutions Provider, is seeking a dynamic individual to join their team as an HR cum Accounts Executive/Assistant. This position plays a crucial role in managing both human resources and financial aspects of the company’s operations.
Responsibilities:
Accounts:
- Perform full sets of accounts, including accounts receivables, payables, and general ledger functions.
- Conduct monthly bank reconciliation to ensure alignment between company book balance and bank statement.
- Prepare GST reports.
- Assist in month-end closing and prepare balance sheet accounts.
- Issue and receive Purchase Orders.
- Liaise with banks on payment and receipt matters.
- Handle any other ad-hoc duties as assigned.
HR:
- Provide assistance in the daily operations of HR duties and functions.
- Assist in recruitment and staff selection through relevant recruitment channels.
- Schedule interviews with short-listed candidates.
- Create personal files for onboarding staff and conduct HR orientation.
- Address email requests from employees related to HR procedures, rules, and policies.
- Assist in preparing monthly payroll and CPF submission.
- Support performance appraisal, exit interviews, and staff clearance when necessary.
- Manage insurance renewals and claims.
- Handle Foreign Workers’ Work Pass applications and renewals.
- Create and maintain accurate employee leave records in the HR system and filing
Requirements:
- Diploma or Degree in a related field, either Finance/Accountancy/Banking or HR generalist role.
- Proficiency in QuickBooks is an advantage.
- Immediate availability or short notice preferred.
- Ability to thrive in a fast-paced environment.
- Strong sense of responsibility and good time management.
- Excellent communication skills, both written and oral.
- Meticulous and well-organized.
- The ideal candidate will be fluent in Mandarin and comfortable speaking and translating to Chinese counterparts.
- If you meet the requirements and are ready to take on this multifaceted role, we encourage you to apply today. Join our client’s team and be part of a forward-thinking IT Solutions Provider. Email us your resume to ivan@trificsolutions.com
All applications will be treated in the strictest confidence. We regret that only shortlisted candidates will be notified.
Ivan Tan Wai Hong (EA Reg No: R2199004)
Director of Talent Acquisition and Relationships
“Empowering Progress, Inspiring Solutions”
Trific Solutions Pte Ltd (EA Licence Number: 23C1893)
7500A Beach Road #05-319, The Plaza Singapore 199591
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EXECUTIVE ASSISTANT – FRENCH MNC- job post
HR FACTORS PERSONNEL PTE. LTD.
Singapore
$4,200 – $5,200 a month – Permanent
Job details
Pay
$4,200 – $5,200 a month
Job type
Permanent
Full Job Description
The successful incumbent will be responsible for calendar management, extensive complex travel management, organizing regional & corporate meetings, planning of social events, and other office administrative functions
Requirements
Min diploma with 3 years of similar experience
Strong written & verbal communication skills in English
Experience supporting regional structure across Asia countries
5 days work week / Central location
Candidates may forward your resume to vas@hrfactors.com.sg
Novotel Singapore on Stevens : Asst Executive Housekeeper- job post
OXLEY GEM PTE. LTD.
Singapore
$3,500 – $4,000 a month – Full-time
Job details
Pay
$3,500 – $4,000 a month
Job type
Full-time
Full Job Description
Primary Responsibilities
Business Performance
- Prepare periodical department budget & forecast, manage all operational costs within budgets
- Monitor and control inventories for operating equipment including linen, crockery and glassware where applicable
- Prepare and analyze monthly P&L and month-end reports, identify deviation from business plan goals
- Participate in management meetings to review progress towards achievement of business plan goals and develop the annual business plan related for the department.
Operation
- Compile and update Standard Operating Procedures for all areas of responsibility periodically
- Ensure that all auditing and reporting standards are conveyed to staff and adhered to
- Ensure that guests enjoy impeccable housekeeping product and that services offered by team members are offered in a timely manner
- Conduct quality control inspections of all areas of the hotel and share results with the team
- Work with Chief Engineer to maintain areas of the hotel to the highest standards and assist in scheduling periodic property maintenance followed by spring-cleaning
- Conduct monthly Staff Meetings and daily briefings with Operational Managers
- Manage all outside contractors relating to his/her department ensuring that they follow all hotel policies
- Oversee operations of Laundry and Linen, Flower and Decoration, and Butler Service
Team Management
- Interview, select and recruit Housekeeping employees
- Identify and develop team members with potential
- Conduct performance review with the team
- Constantly monitor team members’ appearance, attitude and degree of professionalism
- Develop, conduct maintain all staff training programs for team members, focusing on their development needs, providing them with new skills to meet the changing needs of the business
- Prepare weekly staff schedules keeping in mind anticipated business, operating budgets and standards of service
- Prepare payroll and gratuity reports
- Conduct monthly departmental meetings to provide information to team members, obtain their feedback, rectify operation issues and provide a regular forum for department communication
- Manage organization and cleanliness of departmental areas by conducting weekly walk through
- Perform other duties assigned by the Management
Main Complexity/Critical issues in the Job
Maintain highest standards and quality of services in housekeeping operation to meet and exceed guests’ expectation while managing operational costs within budgets.
Profile
Knowledge and Experience
- Secondary / High school education
- Additional certification(s) from a reputable Hospitality Management school will be an advantage
- Minimum 6 years of Housekeeping experience with 3 years at a management level
- Excellent reading, writing and oral proficiency in English language
- Ability to speak other languages and basic understanding of local languages will be an advantage
- Good working knowledge of MS Excel, Word, & PowerPoint
- High degree of professionalism with sound human resources management and business acumen capabilities
Competencies
- Strong leadership, interpersonal and training skills
- Good communication and customer contact skills
- Results and service oriented with an eye for details
- Ability to multi-task, work well in stressful & high-pressure situations
- A team player & builder
- A motivator & self-starter
- Well-presented and professionally groomed at all times
Executive Assistant to Regional Director East Asia- job post
British Council
Singapore
Full Job Description
Executive Assistant to Regional Director East Asia
Date: 25 Oct 2023
Location: Singapore, East Asia, SG
Company: British Council
We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
Job Title:
Executive Assistant to Regional Director East Asia
Role Purpose:
This role provides critical executive assistance and support to the Regional Director (RD) and the Regional Executive Team (RET) in East Asia, making sure the regional office runs smoothly and effectively, enabling the regional leadership to focus on areas that directly contribute with the delivery of our cultural relations objectives.
The role involves working closely with the RD, the RET and Country Directors (CDs), engaging with colleagues in teams right across the organisation as well as occasionally with senior external stakeholders, as and when necessary, to ensure regional operations run with maximum efficiency and to a high quality.
The post holder will be part of the regional team in East Asia. The role is predominantly office-based at the British Council’s Napier Road office in Singapore, which is also the regional headquarters. It will provide direct support to the RD and RET colleagues based at this location. It is a pressured, interesting and varied environment to work in, driving and responding to external and internal situations, and requires the postholder to be able to work flexibly, manage a high volume of work, be comfortable with ambiguity, and hold the highest degree of confidentiality and integrity. It is a busy office which engages with our work and our people at every level. Working in it offers the opportunity to get close to key developments and gain exposure to different forums, as part of a team which is helping to build the wider profile and reputation of the organisation.
Main accountabilities but not limited to the following:
- Logistical support and problem solving
- Develop clear and efficient processes/systems to support the provision of high quality and prompt support to the RD and RET, making sure they are all aligned with our corporate procedures and regulations.
- Manage the diary and commitments for the RD to ensure their time is appropriately prioritised and effectively allocated.
- Organise travel plans, in line with the RD’s priorities, covering the end-to-end processs, including travel bookings, accommodation arrangements, visa processing, briefing documents as well as cover arrangements during their absence, directly liaising with internal and external colleagues as necessary.
- Provide logistical support to RET members (including arranging flight bookings, visas and accommodation), and preparing travel packs.
- Arrange the RD’s physical/virtual meetings with internal/external stakeholders, including booking rooms/meeting slots, arranging catering, IT support, guests management, local transport etc. This includes ensuring the RD has full information, including briefing and speaking notes for all events and meetings.
- Manage the RD’s correspondence as necessary.
Operations
- Manage administrative and governance processes impacting the RD office, making sure they are undertaken to a high quality, including the approval of delegated authorities, Board of Directors updates across the different East Asia entities, induction of new RET members and CDs and other colleagues, as required.
- Assist with external and internal communications, working closely with the RD, the Regional Head of Communications and Head of Internal Communications. This includes updating information on internal and external websites and portals (such as the Regional website, Teams and SharePoint sites).
- Records management: ensure key correspondence and documentation kept by the RD/RET is filed, archived, or deleted/shredded as appropriate. Ensure stakeholder engagement records and tracking of meetings are overseen and updated on relevant systems/sites.
- Participate and contribute, as required, to support implementation of corporate change projects, including (but not limited to) Transformation.
Relationship and Stakeholder Management
- Build good relationships across the regional team and key external suppliers and service providers, making sure appropriate and efficient support is provided to any regionally-led initiative initiated by the RD/RET.
- Develop understanding of the wider context of the British Council’s work and priorities to ensure smooth and efficient management of the diary and the flow of information, briefs and correspondence.
- Provide consistent cover or ad-hoc support within the RET where necessary.
Financial management
- Manage the collation, validation, and proper submission of the RD’s expenses, in line with corporate policy and local requirements. Keep the gifts & hospitality register updated.
- Make sure the process to make payments linked with the RD’s expenses take place timely and effectively. This might include raising purchase orders.
- Ensure that any regional policies involving the provision of equipment, IT consumables and other supplies are in place and demonstrate value for money and good cost effectiveness.
Role specific knowledge and experience:
- Track record of office administration in busy, ambiguous, and complicated environments, prioritising multiple tasks and deadlines.
- Experience of high-level diary management and scheduling, with fast-moving deadlines and working under high pressure (preferably experienced with MS O365 applications)
- Proven capacity as a strong team player, willing to jump in and support other members of the team where needed, and a solutions-focused approach.
- Experience of working effectively with individuals at all levels (particularly senior leaders), both internally and externally.
- Experience of holding people to account – especially in eliciting responses
- Experience of working across multiple teams with different needs, across different time zones, and working with cross-cultural teams
- Experience of minute-taking and editing
Further Information
Pay Band: 6 / G
Contract Type: Indefinite
Location where the role could be based: Singapore (Hybrid)
Requirements:
The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.
- Conditions of Employment: Local Direct Hire
- Applications are welcomed from candidates currently in this location with a natural right to work.
- Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is NOT provided by the
- British Council for this role. Relocation support is also NOT provided.
Closing Date: Tuesday, 07 November 2023 at 11:59 PM SGT (GMT+8)
A connected and trusted UK in a more connected and trusted world.
Equality , Diversity, and Inclusion (EDI) Statement
The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.
The British Council is committed to safeguarding children, young people and adults who we work with.
We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.
Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.
If you have any problems with your application please email askhr@britishcouncil.org
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Facilities and Estate – Senior Executive / Assistant Manager- job post
LIBERTE HR SERVICES PTE. LTD.
Singapore
$3,800 – $5,500 a month – Full-time
Job details
Pay
$3,800 – $5,500 a month
Job type
Full-time
Full Job Description
Our client, AMKFSC Community Services is a leading community-based social service agency, which provides a holistic range of services to support children, youths, families and seniors at multiple touchpoints across Singapore.
Job purpose
To oversee the the full spectrum of project support, facilities and estate maintenance and improvement functions.
To work with the Manager / Senior Manager and Senior Director, Shared Services:
to fulfil the company’s mission.
to ensure compliance with statutory guidelines (e.g NEA, WSHA, funder & etc.).
support the end-users needs to enable programme and organisational seamless functions
Key Responsibilities & Duties
- Support Manager / Senior Manager in administration and coordinating / supervising facilities related works, Addition and Alteration (A&A) works, Cyclical Management (CM) works and new projects management.
- Coordinate and direct major facilities related projects (e.g. planning, scoping, acquisition and installation of capital equipment, major repairs, and plant layout changes) to the best scheduling and economic advantage. Develop work specification for facility, A&A, CM and new projects management.
- Ensure activities are managed within budgets and timeline; and accomplish financial objectives for facilities related Operational & Capital Expenditures.
- This will include continuous improvement measures that will increase overall productivity within the organization while reducing costs.
- Support and provide administrative to compile reimbursements and necessary reports to funder (e.g. MSF, MOH, private funder etc.).
- Oversee contract workers, sub-contractor deployment and contract manpower management.
- Maintain appropriate documentation (RAM/WSH assessments; training records, specialized licenses for selected trades) and technical (structural, electrical) drawings are available.
- Participate in integrated internal audit activities.
- Support Manager / Senior Manager in work improvement plans for all facilities related matters.
- Preparation and drafting of tender specifications, launch of necessary RFQs and ensure the completion of the entire project (A&A, CM, new projects etc.) relating Facilities and Estate
- Management work.
- To undertake any other duties and work responsibilities as assigned by Supervisor.
Job requirements
- Diploma / Bachelor Degree in Facility Management / Engineering / Architectural or equal
- Knowledge in Electrical / Mechanical work will be an advantage.
- Preferably to have 1-2 years of experience in project management or in a similar position
- Knowledge in Cyclical Maintenance
- High degree of integrity and strong analytical skills
- Resourceful and possess excellent project management acumen.
- Strong leadership to inspire teamwork and commitment to shared goals
- Excellent Microsoft Office (FM software, Word, Powerpoint and Excel) skills
