Executive Assistant Office Support

Role SummaryThe Executive Assistant / Office Support provides high-level administrative and executive support to the APAC leadership team based in Singapore, with the APAC CEO as the primary stakeholder. This role combines strategic calendar and travel management, executive communications, and meeting/event coordination with full accountability for the smooth day-to-day running of the Singapore office. The ideal candidate is highly organized, discreet, proactive, and comfortable operating in a fast-paced, multicultural regional environment.Key ResponsibilitiesExecutive SupportManage complex, frequently changing calendars for the APAC CEO and up to 5 additional executives, proactively resolving scheduling conflicts and prioritizing competing demandsCoordinate domestic and international travel arrangements, including flights, accommodation, visas, and detailed itinerariesPrepare, format, and proofread correspondence, presentations, board materials, and reports on behalf of executivesScreen and prioritize incoming communications (email, calls, requests) and act as a gatekeeper where appropriateTrack and follow up on action items arising from executive meetings to ensure timely completionProcess expense reports, invoices, and reimbursements for supported executivesHandle sensitive and confidential information with the utmost discretionMeeting & Event CoordinationPlan and coordinate leadership team meetings, offsites, and regional town halls, including logistics, materials, and cateringLiaise with internal and external stakeholders (regional offices, HQ, vendors, clients) to schedule and coordinate cross-border meetings across multiple time zonesSupport the planning and execution of APAC leadership events, client visits, and VIP hostingOffice ManagementOversee day-to-day operations of the Singapore office, ensuring a professional, well-maintained, and safe working environmentManage relationships with building management, landlords, and facilities vendorsOwn office supplies, equipment, and vendor contracts (stationery, pantry, courier, cleaning, security, etc.), including budget tracking and cost controlServe as the primary point of contact for office-related IT/facilities issues, coordinating with relevant teams for resolutionSupport HR team with onboarding logistics for new hires in the Singapore office (workstation setup, access cards, welcome kits)Ensure compliance with workplace health & safety requirements and support any related auditsAct as fire warden/first aid coordinator or equivalent office safety role, or coordinate with those who doManage office budget, including tracking spend against forecast and processing purchase ordersRegional & Ad Hoc SupportSupport APAC leadership team projects with research, data compilation, and document preparation as neededProvide backup support to other regional assistants during leave or peak periodsUndertake special projects and ad hoc duties as assigned by the APAC CEOSupport the HR team in any other duties as requiredRequirementsExperience & QualificationsDiploma or Bachelor's degree in Business Administration or a related discipline preferred0-5 years of relevant experience in Executive Assistant, Administrative, Office Management, Customer Service, Operations Support, or related rolesFresh graduates with strong academic records, internship experience, and excellent organizational skills are encouraged to applyPrior experience supporting senior leaders, coordinating meetings, travel arrangements, or office operations is highly preferredDemonstrated ability to handle confidential information with professionalism and discretionStrong attention to detail, problem-solving ability, and confidence in engaging stakeholders across different levels of the organizationPrior exposure to a regional (APAC) or matrixed organizational structure is a strong plusSkills & AttributesExceptional organizational skills with the ability to manage multiple priorities and shifting deadlinesStrong written and verbal communication skills in English; additional regional languages an advantageHigh level of discretion, integrity, and professional judgment when handling confidential mattersProficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new tools/systemsStrong stakeholder management skills, with the ability to interact confidently with senior executives, clients, and external partnersCultural sensitivity and comfort working across diverse APAC markets and time zonesCalm under pressure, with strong problem-solving skills and a service-oriented mindsetSelf-starter who can work independently with minimal supervision, while knowing when to escalate4 Hs: Hungry, Humble, Heart and HardworkingWhat Success Looks LikeExecutives' time is protected and optimized through proactive calendar and travel managementThe Singapore office runs smoothly, safely, and cost-effectivelyLeadership meetings and events are well-organized and professionally executedExecutives and stakeholders experience the role as a trusted, reliable point of contact