Executive Assistant & Administration Executive

About the role

We are a fast-growing AI and digital infrastructure company headquartered in Singapore, serving clients and partners across Asia and other international markets. As our global headquarters continues to expand, we are looking for a capable and proactive Executive Assistant & Administration Executive to support senior management and contribute to the smooth operation of our regional business activities. This role offers the opportunity to work closely with senior leaders, coordinate cross-border business activities, and participate in a wide range of corporate projects, events, and operational initiatives.

Responsibilities

• Executive Support
• Support senior management with daily administrative and coordination tasks
• Arrange business travel, including flights, hotels, transportation, visas, and itineraries
• Coordinate meetings, business visits, and management schedules
• Handle ad-hoc assignments and confidential matters when required
• Office Administration
• Support day-to-day office operations and administration
• Coordinate office setup, maintenance, renovation, and facility-related matters
• Liaise with landlords, building management, contractors, and service providers
• Ensure smooth operation of office facilities and working environment
• Procurement & Vendor Management
• Source, compare, and coordinate suppliers and service providers
• Support procurement activities and vendor negotiations
• Track quotations, contracts, invoices, and service delivery
• Maintain positive relationships with external vendors and partners
• Claims & Internal Applications
• Process employee claims, reimbursements, and payment requests
• Support internal approval workflows and administrative applications
• Maintain proper records and supporting documentation
• Follow up on approvals and ensure timely processing
• Event & Corporate Support
• Coordinate company events, exhibitions, conferences, meetings, and business visits
• Support logistics, venue arrangements, registrations, and event execution
• Assist with corporate activities and special projects assigned by management

Requirements

• Diploma or Degree in any discipline
• Minimum 3 years of relevant experience in administration, executive support, office management, operations, or related functions
• Strong coordination and multitasking abilities
• Able to work independently in a fast-paced environment
• Proactive, resourceful, and detail-oriented
• Strong sense of ownership and responsibility
• Experience supporting senior management will be an advantage

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Company Intel

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