Executive Assistant & Office Support

Role Summary

The 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 Responsibilities

Executive Support

• Manage complex, frequently changing calendars for the APAC CEO and up to 5 additional executives, proactively resolving scheduling conflicts and prioritizing competing demands
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and detailed itineraries
• Prepare, format, and proofread correspondence, presentations, board materials, and reports on behalf of executives
• Screen and prioritize incoming communications (email, calls, requests) and act as a gatekeeper where appropriate
• Track and follow up on action items arising from executive meetings to ensure timely completion
• Process expense reports, invoices, and reimbursements for supported executives
• Handle sensitive and confidential information with the utmost discretion
• Meeting & Event Coordination
• Plan and coordinate leadership team meetings, offsites, and regional town halls, including logistics, materials, and catering
• Liaise with internal and external stakeholders (regional offices, HQ, vendors, clients) to schedule and coordinate cross-border meetings across multiple time zones
• Support the planning and execution of APAC leadership events, client visits, and VIP hosting

Office Management

• Oversee day-to-day operations of the Singapore office, ensuring a professional, well-maintained, and safe working environment
• Manage relationships with building management, landlords, and facilities vendors
• Own office supplies, equipment, and vendor contracts (stationery, pantry, courier, cleaning, security, etc.), including budget tracking and cost control
• Serve as the primary point of contact for office-related IT/facilities issues, coordinating with relevant teams for resolution
• Support 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 audits
• Act as fire warden/first aid coordinator or equivalent office safety role, or coordinate with those who do
• Manage office budget, including tracking spend against forecast and processing purchase orders