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Office and Administrative Executive

1 week ago

Singapore X-Press Feeders Full time

This position is for HICO Asset Management which is one of the legal entity under X-Press Feeders Group.
Company Profile:
In a rapidly evolving world, HICO believes in building long-term sustainable businesses for the
new economy. We are an investment company focused on the maritime and logistics sectors, with interests in hospitality. We invest in new technology, venture and established companies with growth opportunities. HICO takes an active and direct approach with its investments, and has a proven track record building businesses by working with management teams and partners. At HICO, we foster a collaborative and performance-driven culture, where continuous learning and excellence are at the core of everything we do.
Summary:
As an Office and Administrative Executive, you will be responsible for overseeing daily office operations, including reception management, office administration, travel arrangements, and event coordination. Your role ensures efficient communication, well-maintained facilities, and seamless logistical support for meetings and staff needs.
Employment Type:
Permanent
Reports to:
Personal Assistant
Role and Responsibilities:
Reception and Front Desk Management
Greet visitors and manage incoming calls, emails and correspondence.
Ensure a professional and welcoming reception area.
Prepare and serve drinks to guests.
Handle incoming and outgoing mail and courier services.
Office Facilities and Administration
Oversee office and pantry supplies, equipment, and maintenance needs.
Coordinate with vendors and service providers for office-related matters.
Organizing and maintaining physical and digital files. Printing of documents when requested.
Update mailing list and print labels for festive greetings.
Responsible for raising payment for utilities, office rental, cleaning services and other ad hoc invoices, ensuring prompt payments.
Travel Arrangements
Arrange travel bookings, including flights, accommodations, and transportation.
Coordinate travel schedules and itineraries.
Meeting and Events Coordination
Coordinate logistics arrangements (venue, catering, setups, etc.) for meetings and events.
Book meeting rooms and ensure necessary equipment and refreshments are arranged.
General Administrative Support
Assist team with administrative tasks as needed.
Handle ad hoc assignments and special projects.
Requirements:
Minimum Diploma with at least 2 years of relevant work experience
Excellent organizational and time management skills, with the ability to multi-task and prioritize
tasks effectively.
Strong written and verbal communication skills.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to handle sensitive information with a high level of confidentiality and discretion.
Exceptional attention to detail and accuracy in all tasks.
Ability to work independently with minimal supervision.
A proactive and positive attitude with the ability to adapt to changing priorities and deadlines.
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