Administrative Assistant

The Opportunity: Design Business Chamber Singapore (DBCS) is seeking a detail-oriented, self-motivated, and highly organized Administrative Assistant to provide crucial support to our team. This role is ideal for someone who possesses excellent communication skills, and can proactively manage a variety of administrative tasks to ensure the smooth operation of our business.Key Responsibilities: Administrative Support: Manage and organize digital files and documents, ensuring easy accessibility and proper version control. Regularly clean up and maintain shared digital folders to ensure a streamlined and clutter-free workspace. Prepare, format, and edit documents, presentations, and reports as required. Handle general email correspondence and inquiries, directing them to the appropriate team members. Assist with data entry and maintain various databases and spreadsheets. Coordinate and schedule internal and external meetings, including sending invitations and managing RSVPs across different time zones when necessary. Take accurate meeting minutes and distribute them promptly. Memberships Management: Efficiently manage requests for renewals and enquiries. Regularly review and clean up outdated or inactive membership records to maintain an accurate and organised database. Able to handle backend membership systems (e.g., Glue Up), including updating records, troubleshooting issues, and generating reports when needed. Communication & Coordination: Serve as a primary point of contact for internal and external stakeholders for administrative matters. Facilitate effective communication flow within the team, including sharing updates and announcements. Assist in coordinating team events, virtual gatherings, or physical meetings Travel & Logistics (Occasional): Assist with simple travel arrangements (flights, accommodation) and visa applications for team members when required. Process and compile expense reports and invoices, ensuring adherence to company policies. Ad-Hoc Projects: Undertake special projects and ad-hoc tasks as assigned by management. Occasional support for event days. Requirements: Experience: Entry -level, Minimum experience needed Technical Proficiency: Highly proficient in Google Workspace (Docs, Sheets, Drive, Calendar), Microsoft Suite (Word, Excel, PowerPoint, Outlook). Strong familiarity with virtual communication and collaboration tools (e.g., Google Workspace, Zoom). Experience with accounting software such as Xero is a strong advantage. Experience with project management software is a plus. Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously. Communication: Excellent written and verbal communication skills in English, with a keen eye for detail and accuracy. Proactiveness & Independence: Ability to work independently with minimal supervision, take initiative, and solve problems proactively. Adaptability: Comfortable working in a fast-paced, evolving remote environment and adapting to new tools and processes quickly. Discretion: High level of professionalism and discretion when handling confidential information. Personal Attributes A proactive attitude and willingness to learn are essential Good, positive and humble attitude with a willingness to learn Ability to work independently and collaboratively (good team player) Good organisational skills & able to prioritise tasks Must have creative thinking abilities and problem-solving skills Able to effectively manage multiple projects in a fast-paced environment Benefits 5-day work week (Mon to Fri) 1-year contract with renewal Work-life balance Office near Bugis MRT Flexibility to work from home (~twice a week) Wed, Fri