Administrative Assistant
Our client, a globally recognized American asset management firm, is seeking a proactive and highly organized Administrative Assistant to support their Singapore office. This is an exciting opportunity to join a prestigious financial institution known for its collaborative culture, professional excellence, and commitment to employee development.
As an Administrative Assistant, you will play a key role in ensuring the smooth day-to-day operations of the office. You will provide high-level administrative and operational support to senior executives and team members, helping to maintain efficiency and professionalism across all business functions. The ideal candidate is detail-oriented, resourceful, and thrives in a fast-paced, dynamic environment.
Key Responsibilities:
1. Calendar & Meeting Management
- Manage complex calendars for senior leaders, prioritizing and rescheduling meetings as needed.
- Coordinate internal and external meetings, including logistics, materials, and follow-ups.
- Book meeting rooms, arrange visitor passes, and ensure necessary equipment is available.
2. Travel & Expense Coordination
- Arrange detailed travel itineraries, including flights, accommodations, visas, and transport.
- Prepare travel documents and ensure compliance with company travel policies.
- Submit and track business expense claims and follow up on reimbursements.
3. Communication & Correspondence
- Draft, edit, and format reports, presentations, and general correspondence.
- Transcribe notes from meetings, voicemails, or recordings.
- Handle incoming and outgoing communications, prioritizing and responding as appropriate.
4. Office & Records Management
- Maintain organized filing systems, databases, and contact lists.
- Process invoices, validate itemized charges, and liaise with Legal and Finance teams.
- Order office supplies and coordinate with vendors as needed.
5. Support & Coordination
- Act as the first point of contact for the team, managing inquiries and redirecting as necessary.
- Provide backup support to other administrative staff.
- Assist with onboarding, logistics for visiting colleagues, and internal events (e.g., off-sites, town halls).
6. Reporting & Analysis
- Compile and analyze data for reports, charts, and presentations.
- Assist in basic audits and ensure data accuracy.
- Track and compile internal or market-related information for Legal & Compliance.
FAQs
Congratulations, we understand that taking the time to apply is a big step. When you apply, your details go directly to the consultant who is sourcing talent. Due to demand, we may not get back to all applicants that have applied. However, we always keep your resume and details on file so when we see similar roles or see skillsets that drive growth in organizations, we will always reach out to discuss opportunities.
Yes. Even if this role isn’t a perfect match, applying allows us to understand your expertise and ambitions, ensuring you're on our radar for the right opportunity when it arises.
We also work in several ways, firstly we advertise our roles available on our site, however, often due to confidentiality we may not post all. We also work with clients who are more focused on skills and understanding what is required to future-proof their business.Â
That's why we recommend registering your resume so you can be considered for roles that have yet to be created.Â
Yes, we help with resume and interview preparation. From customized support on how to optimize your resume to interview preparation and compensation negotiations, we advocate for you throughout your next career move.