The Office Manager will provide critical support to Alliance executives during this exciting phase of the Global Energy Alliance for People and Planet’s South East Asia development.
This role will support the Regional Program Managing Director, South East Asia and enable the Alliance management team in South East Asia, which is responsible for developing and implementing global strategy in an Asian context.
The successful candidate will be skilled in managing office premises and supplies including IT, sourcing and managing multiple vendors as needed, coordinating with other teams such as operations, risk and legal to onboard and manage vendor contracts and payments as well as ensuring Singapore corp pass related compliance requirements are met on a timely basis.
The successful candidate will likewise manage some scheduling and working across various time zones, will ensure a high level of collaboration with internal and external stakeholders. The candidate will also provide additional capacity to ensure that team travel, internal/external in-person meetings/workshop logistics are organized and set up for success.
As such, the candidate will have exemplary organisational skills and be comfortable interacting with executives and their teams, using excellent judgment and discretion.
· Premises management: sourcing and maintaining office space; agreeing and managing the lease; managing office access for visitors and employees; purchasing/maintaining supplies for example signage, stationery etc
· Finance management: instructing bank payments for vendors and payroll for approval and payment for Singapore and other entities.
· Contract management of service company: completing Salesforce activities for Singapore based vendor contracts including follow ups where necessary with legal and risk
· IT logistics management: working with IT team to source and maintain IT equipment eg laptops, screens, docking station etc for employees
· Singapore based regulatory requirements: using Singpass to access and complete various Corppass requirements for regular and adhoc reporting to MOM, IRAS and ACRA. Supporting other teams outside Singapore who do not have Singpass to access this information and reporting.
· Insurance management: Ensuring mandatory insurances are in place and renewed on a timely basis for employees such as workers compensation insurance.
· Travel and Events management: Providing support to team members for travel booking where needed and to provide additional logistical support for team events or meetings.
· Prior experience supporting or organizing executive-level meetings and/or events for internal and external stakeholders is required
· Minimum of 5 years in an office management role, ideally experience successfully supporting corp pass regulation and reporting requirements.
· Previous work experience in a complex, fast-paced and highly professional role in a global organization with multiple offices preferred; experience in a dynamic mission-driven non-profit organization is a plus.
· Strong execution and organizational skills and demonstrated experience prioritizing and executing multiple priorities seamlessly with excellent attention to detail.
· Ability to work effectively both independently, as well as in a team-oriented, collaborative, and collegial environment.
· Excellent interpersonal, written, and verbal communication skills and effective in developing positive and productive relationships with all levels of staff and management across the organization.
· Demonstrated technical proficiency with Microsoft Word, Excel and Power Point. Prior Salesforce or similar CRM experience is a plus.
· Experience booking and managing international travel and visa requirements is a plus.
· International work experience or proven intercultural competence a plus.
· Note: limited and occasional travel may be required.
- Entrepreneurial Spirit – A self – starter who takes initiative to identify areas of improvement and uses an energetic, pragmatic, and creative approach to optimize practice. Embodying ‘Start – Up Philosophy’ and being excited to get involved and add value wherever possible.
- Relationship Building: In line with the values of the Alliance, providing a strong professional representation of the organization and being pro – active liaison that strengthens allegiances with both internal and external stakeholders.
- Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; Awareness of reputation, positioning, and brand management.
- Project Management: Awareness of project management, with high level organization skills and operational mindset.
- Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate.
- Execution: Incredibly meticulous with strong attention to detail; meets deadlines; ability to multi-task and work under pressure; detail oriented. Sense of urgency and responsibility, flexible work style; a self-started who can work independently as well as in and across teams.
- Integrity: Sound, mature judgment, integrity, and respect for others. Ability to handle sensitive information discreetly.
- Passion and Optimism: Deep enthusiasm for the Alliance’s mission and supporting ideologies, a belief in the work we do and the power of unity to tackle Global Challenges.
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