This is a rare opportunity to join our growing Asia-Pacific business and work for a global brand full of potential, in a challenging environment and with enthusiastic colleagues.
As Executive Administrative Assistant, you will report to the Chief Officers of Asia-Pacific. In addition, you can count on a great working environment in central location of Singapore, as well as a competitive package, plus fringe benefits.
Key duties & responsibilities
This position provides executive support for the Chief Officers and the Administrative Support of the company, as well as operations oversight and office management.
This position will perform the following primary functions:
Executive Support
- Manage time, calendar and travel plans for the Chief Officers.
- Act as the main contact for business travel and ensure flight, transport, hotel, and visa arrangements comply with internal guidelines.
- Serve as administrative point of contact for senior HAP executive visits, including scheduling appointments and managing travel logistics.
- Manage meetings preparation for the office, if necessary, agendas, required equipment (including set up), and logistics arrangement.
Operations
- Check and approve expenses claim before submitting to Financial Department.
- Maintain the petty cash / credit cards payments and ensure accurate recording of all expenditure.
- Act as the central point of contact for telephone, email and postal enquiries.
- Meeting and event arrangements (setting meeting dates, collating and issuing agendas and papers, arranging venues and catering, taking minutes).
- Support HR in organizing employee engagement activities; teambuilding events, special occasion celebrations, and monthly birthday gathering.
- Support HR in onboarding / offboarding arrangement.
Office Management
- Ensure the office has all necessary supplies on a timely basis. Provide the day-to-day administration for the office (ordering all office supplies, etc.).
- Serve as office liaison with building management and address any maintenance issues or other problems promptly.
- Deal with all internal services, including utilities, supplies, repairs and security.
- Liaise and negotiate with external vendors – including equipment lease agreements, service contracts renewal and regular office checks (printer support service, fire safety, coffee machine maintenance etc.)
- Ensure the office is safe and tidy and act as designated Health and Safety representative, and Fire Warren.
- Greet visitors and manage any other door traffic, including package delivery.
- Manage incoming and outgoing office mail / courier shipment.
- Maintain HAP’s contact and subscription databases.
- Perform other ad-hoc duties as assigned.
Qualifications
The Successful Candidate has:
- Minimum Diploma level with 5 years of experience in similar positions.
- Fluent oral and written communication in English
- Effective team player, with a positive working attitude, pro-active, able to multi-task and keep deadlines, hardworking, organized and willing to learn
- Good communication and interpersonal skills
- Proficiency in Word, Excel, and PowerPoint
- Knowledge of German language is an advantage
Our extra bag of benefits
Work-life Harmony:
Flexible working hours and a hybrid work model, balancing focused remote work with collaborative time on site. We support your personal needs while preserving our joyful team culture.
Fair Remuneration:
Competitive base salary, performance-based bonuses, and a comprehensive Total Rewards package
Well-being:
Comprehensive health coverage and lifestyle benefits designed to support your overall well-being
Learning and Development:
Needs-based internal development programs, soft skills training, functional learning opportunities, and global mobility experiences through HARIBO’s international network.
