General Summary
The Executive Assistant and Office Administrator provides comprehensive administrative support to the Vice President & Managing Director while also overseeing the efficient operation of the Singapore office. This multifaceted role combines executive-level assistance, office management and human resources support responsibilities. The incumbent will perform a diverse array of administrative services, ensuing seamless office functioning and exceptional support to leadership and associates.
Primary Responsibilities
- Provide high level support to the Vice-President and Managing Director where necessary
- Oversee office supplies inventory, pantry management, place orders and maintain office equipment in optimal working condition
- Ensure a clean and organized office environment
- Manage incoming and outgoing mail, package deliveries, and maintain efficient record keeping systems
- Administer travel requests, including booking hotel accommodations, land, and air transportation as needed
- Assist with scheduling meetings, booking conference room, and managing shared calendars and the hot-desk booking system
- Support the organization of company events, meetings, off-site retreats and provide logistical assistance
- Provide basic training and guidance on the use of office technology, software and applications
- Maintain an inventory of office technology equipment including laptop and mobile management and coordinate repairs and replacement
- Liaise with external/internal IT support vendor for more complex technical issues, facilitating resolutions.
- Actively contribute to company-wide projects and HR initiatives as assigned
- Onboard new hires and provide basic training on office procedures and systems
- Assist in the administration of all performance management, learning and development, retention and compensation & benefits programs
- Support employee engagement activities and contribute to their execution
- Update and maintain office organizational charts and support communication efforts
Critical Competencies, Knowledge, Skills, and Abilities
- Strong organizational and time management abilities, with the capacity to multitask and prioritize effectively
- Subject matter expert in Microsoft Office products
- Must have proactive problem solving, high attention to detail, commitment to quality, and analytical skills
- Must demonstrate a strong work ethic and high degree of professionalism
- Exceptional verbal and written communication skills
- Able to handle multiple tasks simultaneously and prioritize workload under short deadlines and changing priorities
- Experience with social media and technology skills (video, blog, etc.)
Education and Experience
- Diploma or degree in management or its equivalent
- Certifications or training in IT support or computer systems is advantageous
- Minimum 3 years of relevant experience in an executive assistant or administrative support role
Work Hours
Michelman’s standard work hours for this role are Monday – Friday from 8 am – 5 pm EST.
