Key Responsibilities:
- Assist the Office Manager in the onboarding, transfer and offboarding of staff. This includes but not limited to assisting in the application of staff access card, T&E, corporate credit cards, mobile phone renewal process, etc.
- Print and bind the new hire welcome kit
- Book all meeting rooms for sales trainings, town halls, TeamTalk and Lunch and Learn activities
- Manage calendar invites and track RSVP
- Prepare stationery items and print training materials, if any for in-house training
- Order food and beverages, and prepare attendance list
- Book and set up all virtual meetings, video conference service and coordinate with AV and IT team
- Provide daily administrative support to the office
- Facilitate the coordination of office/department moves
- Replenish and procure the stationery stock items including feeding the copier paper and toner, when required
- Arrange local and overseas courier service with service providers including sorting of incoming mails
- Facilitate events and team or company activities, as required
- Arrange card access for visitors
- Provide backup cover for EC/OM in absence
- Book travel arrangements
- Schedule meeting appointments in different time zones
- Run Starhub reports and download monthly bills for staff
- Assist OM in taking inventory IT equipment and accessories
- Process invoices in Ariba and submit the T&E reports for all LTs
- Coordinate technology for the office and/or area assigned, including regular inventory management reviews, yearly end of life laptop replacements and arranging disposal of technology to discontinue financial charges
To succeed in this Admin Assistant (Maternity Cover) role, you must be highly organised, able to provide support to the investment teams in a fast-paced environment and be meticulous with an eye for detail with proven experience.
Key Requirements:
- Diploma holder with preferably three to five years of administration experience
- Strong English communication skills, both written and verbal
- Intermediate to expert-level skills in Microsoft Office, specifically Outlook, PowerPoint, Word, Excel and good knowledge of technologies like Zoom, WebEx, Salesforce, Concur, Workday, Ariba, etc.
- Event or conference organisation experience is an asset
- Provide support on ad hoc assignments or new projects assigned by EC
- Contracts archiving - ensure all contracts are counter-signed and archived into team's shared drive for future references. Prepare and arrange for courier services to send contracts to US office for counter signature and original contracts to be returned to clients
- Accounts validation – on ad hoc and need-be basis, help to validate a list of clients and segregate the new logo and existing clients
- General queries from sales – help answer general queries from sales team relating to account check and company background
This is an excellent opportunity for the successful candidate to be part of a well-established investment firm in central Singapore office. This organisation offers a great work environment, benefits and growth and if you are driven, determined and want to take the next step in your career, this is the role for you.
Excellent opportunities await the right person in this exciting Admin Assistant (Maternity Cover) position.
Apply today or contact me to discuss further about this new opportunity.
Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R1878846 Joanne Wooi
