A commodity financial institution investment firm is actively seeking an Admin Assistant (six months maternity cover)) to join their investment management team in Singapore. This job is responsible for the overall support of the investment team for their Singapore office.
About the Admin Assistant (six months maternity cover) Role: You will be the admin reporting to the Executive Coordinator and Business Administration Support within the commercial team. Additionally, you will work hand-in-hand with the Office Manager (OM) in execution of the administrative duties for Singapore office and as a back-up admin to the Vice President of APAC Commercial and Global Head of New Business in the absence of the EC.
Assist the Office Manager in the onboarding, transfer and offboarding of staff. This includes but not limited to assisting in the application of staff access card, T&E, corporate credit cards, mobile phone renewal process, etc.
Print and bind the new hire welcome kit
Book all meeting rooms for sales trainings, town halls, TeamTalk and Lunch and Learn activities
Manage calendar invites and track RSVP
Prepare stationery items and print training materials, if any for in-house training
Order food and beverages, and prepare attendance list
Book and set up all virtual meetings, video conference service and coordinate with AV and IT team
Provide daily administrative support to the office
Facilitate the coordination of office/department moves
Replenish and procure the stationery stock items including feeding the copier paper and toner, when required
Arrange local and overseas courier service with service providers including sorting of incoming mails
Facilitate events and team or company activities, as required
Arrange card access for visitors
Provide backup cover for EC/OM in absence
Book travel arrangements
Schedule meeting appointments in different time zones
Run Starhub reports and download monthly bills for staff
Assist OM in taking inventory IT equipment and accessories
Process invoices in Ariba and submit the T&E reports for all LTs
Coordinate technology for the office and/or area assigned, including regular inventory management reviews, yearly end of life laptop replacements and arranging disposal of technology to discontinue financial charges
To succeed in this Admin Assistant (six months maternity cover) role, you must be highly organised, able to provide support to the investment teams in a fast-paced environment and be meticulous with an eye for detail with proven experience.
Diploma holder with preferably three to five years of administration experience
Strong English communication skills, both written and verbal
Intermediate to expert-level skills in Microsoft Office, specifically Outlook, PowerPoint, Word, Excel and good knowledge of technologies like Zoom, WebEx, Salesforce, Concur, Workday, Ariba, etc.
Event or conference organisation experience is an asset
Provide support on ad hoc assignments or new projects assigned by EC
Contracts archiving - ensure all contracts are counter-signed and archived into team's shared drive for future references. Prepare and arrange for courier services to send contracts to US office for counter signature and original contracts to be returned to clients
Accounts validation – on ad hoc and need-be basis, help to validate a list of clients and segregate the new logo and existing clients
General queries from sales – help answer general queries from sales team relating to account check and company background
This is an excellent opportunity for the successful candidate to be part of a well-established investment firm in central Singapore office. This organisation offers a great work environment, benefits and growth and if you are driven, determined and want to take the next step in your career, this is the role for you.
Excellent opportunities await the right person in this exciting Admin Assistant (six months maternity cover) position.
Apply now to learn more.
Do note that we will only be in touch if your application is shortlisted. Robert Walters (Singapore) Pte Ltd ROC No.: 199706961E | EA Licence No.: 03C5451 EA Registration No.: R22107048 Eileen Tham
SGD3000 - SGD3500 per month + Market Aligned
31 January 2024
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