Total 16 administration assistant job vacancies in Administrative / Clerical category in NTU Novena Campus, Singapore

JOB SUMMARY:

Senior Administrative Assistant plays a pivotal role in providing administrative support to Quality Management Department, responsible for training administration, information management, project, audit and meeting co-ordination and reward and recognition program, hospital occurrence report.

PRIMARY DUTIES & RESPONSIBILITES:

• Information Management
  • Maintain policies and procedures and ensure these are reviewed and updated in a timely manner.
  • Maintain confidential and sensitive information.
  • Organize and manage files, documents, and records.
  • Develop forms when needed.
  • Be proficient with office software and technology tools, including word processing, spreadsheets, software such as canva,slido etc.

• Office and Training Administration
  • Registration and enrollment : Managing the process of enrolling staff in the training courses as per training schedule and tracking their progress. Collaborate with all stakeholders and ensure sufficient participants for the training to be held as planned.
  • Classroom Set Up : Ensure appropriate classroom set-up for the training programs.
  • Resource Allocation : Allocate resources such as training rooms, training materials, aids etc. for the training programs.
  • Training Inventory: Ensure sufficient and appropriate training materials are accounted for and purchased in a timely manner.
  • Evaluation: Measure the effectiveness of the training programs through assessments, feedback, and performance improvement metrics
  • Documentation: Keep records of training attendance, completion, and any certifications or credentials obtained
  • Continuous Improvement: Analyze training outcomes and feedback to make improvements to the training on an on-going basis with trainers
  • Compliance : Maintain repositories for training programs, licenses and permits, risk register to meet legal and regulatory requirements, not limiting to ISO & HCSA Requirements

SECONDARY DUTIES & RESPONSIBILITIES

• Support Internal and external audits, including but not limited to licensing, certification and accreditation.
  • Perform secretariat roles for assigned committees.
  • Perform planned activities such as Quality week events, Reward & Recognition etc
  • Handle correspondences and coordinate meetings
  • Any other tasks as assigned by the Supervisor.

REQUIREMENTS:

• Diploma level preferably with ability to type & computer literate
• At least 3 years working experience
• Must be conversant in computer program such as Microsoft Word, Power Point and Excel
• Good written and verbal communication skills

Responsibilities:

• Handle administrative tasks and support day-to-day operations.
• Organize and maintain a structured document management system.
• Ensure documents are accurate, complete, and updated according to company procedures.
• Perform other administrative duties as assigned.

Requirements:

• Educational qualifications: O-Level, A-Level, ITE, Polytechnic, or Junior College.
• Proficient in Microsoft Office tools (e.g., Word, Excel, PowerPoint).
• Capable of working independently, showing initiative, and managing pressure effectively.

Responsibilities:

• Provide administrative support to the team
• Schedule appointments and manage calendars
• Manage and respond to emails
• Format CVs
• Maintain accurate and up-to-date records
• Prepare and edit documents, reports, and presentations
• Work closely with Recruitment Consultants
• Perform other administrative tasks as needed

Requirements:

• Min GCE O levels, ITE in Business Administration or equivalent
• Min 1 year of administrative experience
• Proficient in Microsoft Office
• Excellent communication and organizational skills
• Ability to work in a fast-paced environment
• Strong attention to detail and accuracy

Clarence Khoh

R1552376

Established in 2017, QCP is one of the first digital asset trading firms in Singapore, with a vision to partner the next generation of investors to unlock institutional opportunities in digital assets. 

QCP brings to clients deep expertise gained from thriving through multiple market cycles. A global market maker in digital asset derivatives with a vast network of liquidity providers and counterparties, we are shaping the future of digital asset markets through greater access and efficiency. 

We offer a range of tailored derivatives and spot trading as well as structured solutions to institutional, professional and accredited investors. We also provide 24/7 liquidity across various markets in partnership with various exchanges and platforms. 

QCP is headquartered in Singapore and is supported by a strong team of professionals in trading, business development, operations, risk and compliance teams.

Our in-house publications track the constantly evolving state of digital assets and markets, and can be accessed on our Telegram (t.me/QCPbroadcast), website (qcpgroup.com), Twitter (@qcpgroup) and LinkedIn.

Responsibilities

We are looking for a responsible Personal Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a variety of tasks supporting our Chief Commercial Officer (CCO) and provide ad hoc support to a few key Sales Personnel’s.

• Act as the point of contact between the CCO and internal/external clients
• Screen and direct phone calls and distribute correspondence
• Handle requests and queries appropriately
• Manage diary and schedule meetings and appointments
• Make travel arrangements
• Produce reports, presentations and briefs

• Proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organisational and time management skills
• IT Savvy
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Diploma / Degree qualification

The Environment We Offer

As a growing firm with a tightly-knit team, we respect and listen to all our employees. You will get the chance to make an impact by having your voice heard by everyone, including the management.

Our employees enjoy a high level of autonomy at work. We focus on substance, not form - as long as you can perform, you will be recognized and rewarded. We are also dedicated to supporting our staff and ensuring they develop holistically to maximize their potential in the long- term.

We also provide flexible working arrangement as required and a casual and fun environment to boot!

Key Responsibilities

Administrative Support:

• Assist in daily office operations and ensure smooth functioning of office activities.
• Maintain office supplies, equipment, and ensure office cleanliness.
• Manage correspondence (emails, phone calls, etc.) and ensure timely responses.
• Handle documentation, filing, and data entry.
• Coordinate meetings, appointments, and travel arrangements.
• Assist in employee onboarding and HR-related administrative tasks.
• Help organize company events, webinars, or promotional activities.
• Prepare and maintain reports, presentations, and other documents as needed.

Marketing Support:

• Assist in the planning and execution of marketing campaigns and strategies.
• Maintain and update company website and social media platforms (LinkedIn, Facebook, etc.).
• Assist in the creation of marketing materials (social media posts, newsletters, etc.).
• Training will be provided.
• Research market trends and competitor activities to support marketing strategies.
• Collaborate with the team to enhance brand visibility and engagement.

Requirements:

• Min GCE O' Level or Diploma in Business Administration, Marketing, or a related field.
• Fresh graduate with little to no work experience is welcome to apply.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Basic understanding of digital marketing tools (social media platforms, email marketing etc).
• Strong communication skills, both written and verbal.
• Good organizational skills with the ability to multitask.
• Positive attitude with a strong willingness to learn and adapt.
• Ability to work independently and as part of a team.

Clarence Khoh

R1552376

Responsibilities

• To provide full range of secretarial/administrative duties and personal assistance to the Principal of the Family Office
• Arrange/coordinate meeting appointments and business schedule.
• Perform office duties and general administrative support.
• Maintain a systematic filing system, records, and safekeeping of different kinds of documents.
• Maintain strict confidentiality and interact professionally with all levels of Management, staff, business partners, and external parties.
• Undertake ad-hoc assignments and related duties as and when required.

Requirements

• Bachelor Degree preferred
• Good communicator
• Financial management background/education preferred
• May be required to provide secretarial support after office hours and/or during weekends.
• Possess the ability to multi-task and work effectively with staff, and internal and external stakeholders at all levels
• Ability to work independently as well as part of a team
• Proficient in Microsoft Office applications (especially Excel, Word, and PowerPoint)
• Proficient in English and Chinese.

Get to Know the Team

Join our leadership support team where we ensure seamless operations for our senior executives. We are committed to maintaining an organised and efficient workspace, which helps create organisational success.

Get to Know the Role

You will provide comprehensive administrative support to a Senior Executive from our leadership team. You will be the primary contact for internal and external matters related to the Senior Executive's Office, ensuring a smooth operations.

This role will be onsite at Grab Office.

TThe Critical Tasks You Will Perform

You will:

• Manage and organize a busy calendar of appointments, resolving scheduling conflicts.
• Prepare and submit expense reports accurately and promptly.
• Compose and handle confidential correspondence.
• Arrange complex travel plans, including itineraries and agendas, and compile necessary documents for travel-related meetings.
• Coordinate the Senior Executive’s travel schedules, ensuring all bookings are aligned.
• Communicate with internal and external stakeholders on behalf of the Senior Executive.
• Research, prioritise, and follow up on issues and concerns, determining the appropriate response.
• Facilitate communication between the Senior Executive's office and internal departments.
• Keep the Senior Executive informed of upcoming commitments and responsibilities.
• Build and maintain essential relationships, managing communications diplomatically.
• Complete critical tasks such as drafting acknowledgment letters and personal correspondence.
• Prioritise conflicting needs on projects to successful completion, often under deadline pressures.

JOB RESPONSIBILITIES

• Process data entry and filling.
• Assist in process of documents and order for office usage.
• Updating of approved vendor's listing and vendor evaluation forms.
• Prepares monthly report for petty cash.
• Placing of orders for food service, indirect materials and re-order level of stock levels.
• Sourcing of better priced and quality products.
• Co-ordinate with the vendors or suppliers on the date and times of deliveries.
• Able to negotiate with the various suppliers and/or vendors to get the best prices and quality products.
• Other add-hoc duty assigned by management.

OTHER REQUIREMENTS

• Possess at least a Diploma in any field.
• At least 2 years of relevant working experiences in the hospitality industry.
• Proficiency in MS Office applications and other purchasing software.
• Possess strong negotiation, excellent communication and interpersonal skills.
• Good administrative and problem solving skills.
• Understanding of purchasing, storage and issue stock control procedures.
• Able to work independently and as well as a team.

OTHER INFORMATION

• Annual Wage Supplement
• Outpatient Medical Benefits
• Dental Benefits
• Other Incentives

ABOUT US

Hotel Royal Limited was incorporated in Singapore in 1968 to carry on the business of a hotelier. It located right in the heart of Singapore's most exclusive district and is only minutes away from the renowned shopping and entertainment haven of Orchard Road. The Novena MRT Station is within 8 minutes walking distance from the hotel. Public transport such as taxis & buses are also easily available from the hotel's main entrance to bring guests to all parts of Singapore. We have been awarded several gold awards with the National Crime Prevention Council over the past years since 1997 for excellent security practices.

THE ROOMAKERS is seeking a highly organized and motivated Administrative Assistant & Quantity Surveyor to join our dynamic team. In this pivotal role, you will provide essential administrative support while also contributing your expertise in quantity surveying to deliver projects on time and within budget. As an integral part of our organization, you will assist with the coordination and management of various tasks related to project planning, budgeting, and procurement. We value individuals who are detail-oriented, possess strong analytical skills, and can effectively communicate with team members and clients alike. This position requires a proactive approach to problem-solving, as well as the ability to manage multiple priorities in a fast-paced environment. If you are passionate about enhancing operational efficiency and have a background in quantity surveying, coupled with exceptional administrative abilities, we would love to hear from you. Join us at THE ROOMAKERS, where we create value through our innovative approach to design and construction, and help us make a lasting impact in both our projects and client relationships.

Responsibilities

• Provide administrative support to the project management team and assist with project documentation.
• Assist in preparing cost estimates and financial reports for construction projects.
• Conduct site visits and measurements to gather data necessary for cost analysis.
• Coordinate with subcontractors and suppliers to obtain competitive quotes and ensure project requirements are met.
• Maintain organized project files, databases, and documentation to ensure easy access to information.
• Prepare and track project budgets, schedules, and timelines to ensure they align with client expectations.
• Facilitate communication between team members, clients, and external stakeholders to promote collaboration and project success.

• Proven experience as an administrative assistant or in a relevant role.
• Bachelor's degree in Quantity Surveying, Construction Management, or a related field is preferred.
• Strong understanding of construction processes, cost estimation, and project management principles.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management software.
• Excellent organizational skills with the ability to manage multiple tasks and deadlines.
• Strong analytical and problem-solving abilities to assess project needs and constraints.
• Effective verbal and written communication skills for interactions with clients and team members.

• Manage and maintain the trade capture system -  to ensure that all tanks/trucks movements are promptly and accurately reflected
• Manage the inventory system to keep track of oil stocks intank/petrol kiosks tanks
• Process / issue invoices covering sales / purchases
• Time permitting, hands on experience on back office / credit / operational matters
• Other admin functions

JOB RESPONSIBILITIES

• Process data entry and filling.
• Assist in process of documents and order for office usage.
• Updating of approved vendor's listing and vendor evaluation forms.
• Prepares monthly report for petty cash.
• Placing of orders for food service, indirect materials and re-order level of stock levels.
• Sourcing of better priced and quality products.
• Co-ordinate with the vendors or suppliers on the date and times of deliveries.
• Able to negotiate with the various suppliers and/or vendors to get the best prices and quality products.
• Other add-hoc duty assigned by management.

OTHER REQUIREMENTS

• Possess at least a Diploma in any field.
• At least 2 years of relevant working experiences in the hospitality industry.
• Proficiency in MS Office applications and other purchasing software.
• Possess strong negotiation, excellent communication and interpersonal skills.
• Good administrative and problem solving skills.
• Understanding of purchasing, storage and issue stock control procedures.
• Able to work independently and as well as a team.

OTHER INFORMATION

• Annual Wage Supplement
• Outpatient Medical Benefits
• Dental Benefits
• Other Incentives

ABOUT US

Hotel Royal Limited was incorporated in Singapore in 1968 to carry on the business of a hotelier. It located right in the heart of Singapore's most exclusive district and is only minutes away from the renowned shopping and entertainment haven of Orchard Road. The Novena MRT Station is within 8 minutes walking distance from the hotel. Public transport such as taxis & buses are also easily available from the hotel's main entrance to bring guests to all parts of Singapore. We have been awarded several gold awards with the National Crime Prevention Council over the past years since 1997 for excellent security practices.

Responsibilities:

• Provide administrative support to the team
• Schedule appointments and manage calendars
• Manage and respond to emails
• Maintain accurate and up-to-date records
• Prepare and edit documents, reports, and presentations
• Provide exceptional customer service
• Perform other administrative tasks as needed

Requirements:

• Min GCE O levels or Diploma in Business Administration
• Min 1 year of administrative experience
• Proficient in Microsoft Office
• Excellent communication and organizational skills
• Ability to work in a fast-paced environment
• Strong attention to detail and accuracy

Clarence Khoh

R1552376

Duties & Responsibilities:

• Administration of onboarding of clients to service.
• Scheduling of staff to clients based on needs and requests.
• Handling client inquiries about the service.
• Invoicing, tracking and ensuring prompt payment of service.
• Assist in handling client complaints.
• Home Care attendance, invoice, subsidy tracking (Household Means-Testing, Senior Mobility Fund, Medifund, etc.)
• Ensure efficient documentation and systematic filing of client information.
• Will report to the Home Care Manager.
• Work closely with Nursing Manager to ensure that the right care staff is assigned to the right client.
• Any other assigned adhoc tasks assigned by management team.

Requirements:

• Minimum GCE ‘O’ level.
• 5-Days work week. (Alternate Saturdays work.)
• Possess a pleasant personality and ability to provide high standard of customer service.
• Relevant experience in customer service will be advantageous.
• Ability to multitask and strong problem-solving skills.
• Possess a can-do attitude, meticulous with an eye for details, good interpersonal skills, independent and committed team player.
• Proficient in MS Office.

Benefits:

• Attractive base salary and incentives.
• Great opportunity for career development in a growing market.
• Coaching and training provided by a highly experienced team.
• Opportunity for growth in an expanding organisation.
• Highly flexible environment to brainstorm and implement ideas.
• 15 days annual leave.

Link Healthcare, a Clinigen company, is a growing pharmaceutical services company, with one clear aim: to ensure innovative medicines reach patients all over the globe.. We operate in a complex global regulatory environment and ensure that vital medicines are delivered securely, on time and wherever they are needed in the world.

We are currently 1,100 people headquartered in the UK with global offices in the US, EU, JAPAC and South Africa.  Clinigen has grown rapidly since it began in 2010 and is positioned well for an exciting future of continued expansion. To support our growth, we have an exciting opportunity for a motivated, driven and meticulous Personal Assistant & Office Administrator to join our team in their offices in Changi.

Key Responsibilities:

• Provide executive support to the regional Senior Vice President including diary management, communication support - calls and email,
• Support travel arrangements including flights, accommodation, transport etc
• Produce correspondence, reports and presentations as required
• Arrange various meetings, generating agenda ands take minutes
• Provide office and facilities management support for the offices across South East Asia
• Coordinate various events for the business and our team.

• Demonstrated experience of a personal or executive assistant for senior executive in a corporate environment
• Qualification in Business Administration or similar preferred
• Advanced skills with Microsoft office suite
• Effective written and verbal communication skills
• Strong time management skills with the ability to multitask.

• Competitive base salary
• 13th Month bonus
• Annual Performance Bonus
• Supportive team environment
• Ongoing professional development

Job Responsibilities:

· Manage the Director’s calendar, appointments and meetings

· Prepare and edit documents, presentations, and reports, maintaining a high level of accuracy and attention to detail

· Conduct research, gather data, and compile information for various projects and presentations

· Assist in managing expenses, invoices and monthly reimbursement

· Handle personal errands and tasks as directed by the Director

Job Requirements:

· Proven experience as an Executive Assistant, Personal Assistant or in a similar role supporting high-level executives

· Exceptional organisational and multitasking skills, with the ability to prioritise tasks effectively in a fast-paced environment.

· Strong written and verbal communication skills

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

· Excellent problem-solving skills and the capacity to anticipate the needs of the Director

· We have Chinese clients, and knowledge of English and Mandarin is essential

Duties and responsibilities:

- Report to the Administrative Manager.

- Perform general administrative duties to ensure the smooth running of the office operation, such as sourcing and maintenance of office supplies and utilities, and maintaining the office calendar.

- Cover the reception area during the receptionist’s absence and lunch break. Eg. Answer phone calls, and attend to visitors.

- Prepare business letters, reports and office memos.

- Assist in planning and scheduling office maintenance needs.

- Assist in applications or subscriptions of utilities and other services, including form fillings, document submissions, contract proofreading and other follow-up matters.

- Assist in a wide range of travel arrangements for staff､ suppliers and clients､ etc., including but not limited to travel document application or renewal, obtaining letters of invitation where applicable, flight､ accommodation and transportation arrangements, making enquiries to address travel-related concerns, and coordinating travel arrangement with multiple parties, working outside office hour whenever necessary.

- Communicate with Admin staff outside Singapore and other counterparts effectively on daily matters.

- Assist in company events from planning to execution.

- Assist in the implementation and follow-up of Safe Management Measures.

- Assist in all general ad-hoc duties.

- Carry out other duties and responsibilities assigned by the Company from time to time.

Requirements:

- Minimum 2 years of relevant working experience

- Diploma in Business or a diploma in a related field

- Fluent in spoken and written English

- Enthusiastic

- Excellent interpersonal skill

- Ability to prioritize tasks

- Ability to work under stress and a tight timeline

Perks and benefits:

Medical

Dental

Group Employee Insurances