Job Description

We are seeking a highly organized and proactive Office Assistant to provide comprehensive administrative and secretarial support to the VP of APAC, as well as general office management duties. The role will ensure smooth day-to-day operations of the office by handling scheduling, travel coordination, expense management, and office administration tasks.

ESSENTIAL/CORE DUTIES

Executive Support (to VP)

Provide secretarial support to the VP of APAC, including proactive and reactive calendar management and scheduling. Coordinate, prepare, and follow up on meetings (agendas, minutes, materials, and logistics). Manage travel arrangements (flights, hotels, ground transport, visas, itineraries). Prepare and process expense reports in a timely and accurate manner. Handle confidential information with discretion and professionalism.

Office Administration

Manage purchase orders (POs) for office-related expenses. Monitor pantry supplies and place refill orders as required. Supervise office cleaner and ensure cleanliness and upkeep of the office. Act as point of contact with building management and vendors (courier, supplies, maintenance, IT support). Coordinate office facility requests (repairs, aircon, lighting, access cards). Handle incoming/outgoing mail and courier services. Maintain and arrange servicing of office equipment (printers, copiers, etc.).

General Administrative Support

Assist in organizing team meetings, workshops, and office events (catering, logistics, materials). Support new hire onboarding (workstation setup, welcome kits, access cards). Maintain office files, databases, and records. Ensure compliance with office policies and procedures. Perform other administrative duties as assigned.

JOB REQUIREMENTS & QUALIFICATIONS

Minimum 1 year of experience in an administrative or office assistant role. Strong organizational and multitasking skills with attention to detail. Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint). Strong interpersonal and communication skills. * Ability to maintain confidentiality and professionalism.