Executive Assistant & Team Operations Coordinator

Position Overview: 

The Executive Assistant role provides high-level administrative and operational support to the Senior Vice President, enabling him to focus on strategic priorities. This role ensures seamless coordination of his schedule, meetings, communications, and travel while maintaining the utmost confidentiality and professionalism. The Team Support role is responsible for providing comprehensive administrative support, including travel management, calendar coordination, facilities management, and event planning for all team members in Singapore and Vietnam and any other countries as required. This role requires a proactive approach in handling various operational and administrative tasks to ensure smooth office operations and support for all internal and external stakeholders. 

Key Responsibilities: 

1. Executive Assistant:

a. Manage and maintain the Senior Vice President’s calendar, including scheduling appointments, and meetings. 

b. Organize and coordinate meetings - prepare agendas, take minutes, and follow up on action items. 

c. Serve as the primary point of contact between the Senior Vice President and internal/external stakeholders, ensuring effective communication and professionalism at all times. 

d. Handle confidential and sensitive information with discretion. 

e. Coordinate business travel itineraries. 

f. Prepare reports, presentations, and briefing materials for meetings or external engagements. 

g. Manage logistics and documentation for board or leadership meetings, including event coordination and support. 

2. Travel Arrangement:

a. Coordinate all aspects of travel arrangements including letters of appointments, visa applications/ renewals, flight bookings, accommodation bookings, and airport transfers for senior management, employees and guests. 

b. Serve as the primary contact for all travel-related needs. 

c. Ensure seamless travel experiences for employees and guests. 

3. Claims Management

a. Prepare and submit expense claims for the Senior Vice President and any other team member as and when required. 

4. Calendar Management

a. Manage and maintain the calendar for senior stakeholders, as required. 

5. General Office Administrative Support:

a. Provide end-to-end administrative support, ensuring all operational matters are followed up and resolved promptly. 

b. Oversee facilities management, including coordinating maintenance and repairs of all facilities- related items. 

c. Ensure cleanliness of office by coordinating with cleaner and manage maintenance contracts. 

d. Manage pantry supplies and place orders as needed. 

e. Handle general office administrative tasks such as stationery management and office inventory. 

f. Assist with workwear distribution and name cards preparation. 

g. Maintain and update contact lists. 

h. Maintain common email distribution lists. 

i. Manage meeting room bookings and ensure rooms are properly set up and equipped for scheduled meetings. 

j. Manage and coordinate season parking applications and renewals for the team. 

k. Support expat management, including coordinating relocation services, managing expat accommodation related arrangements, and overseeing other expat-related services and requirements. 

l. Perform ad- hoc duties as assigned by the management. 

m. Serve as the point of contact between the team and the HR team, ensuring effective communication at all times. 

n. Liaise with the HR team to support and perform any additional duties or administrative tasks required for the team. 

6. Events Management:

a. Assist in the planning and execution of employee engagement programs. 

b. Coordinate offsite team meetings, including venue bookings, preparation of meeting materials, and arrangement of food and beverage services and any other requirements. 

7. Ad- Hoc Duties:

a. Any other ad- hoc duties as and when assigned.