Administrative Assistant

**Role of the Administrative Assistant**

BDA is looking to hire an Administrative Assistant to be based out of its Singapore office and reporting into the Head of the Singapore Office. You will be working closely together with the Head of office and other bankers to ensure the smooth function of the office and efficient management of the Singapore team.

**Responsibilities**

Your primary responsibilities are centred on providing secretarial support to the Singapore (SGP) and Southeast Asia (SEA) teams including but not restricted to:

- Manage team’s calendars and schedule meetings
- Answer phone calls, greet visitors, receive and manage mails and couriers
- Prepare and assist in formatting letters, reports and marketing materials as required
- Print and bind documents for the team
- Organize teleconference, videoconference and room booking for meetings
- Coordinate travel arrangements including visas, transportation and accommodations where applicable
- Establish, organize and maintain a filing system within the office for company record keeping purposes
- Enter basic data into Salesforce such as company records and client contact details
- Prepare monthly expense reports for SGP and SEA teams
- Arrange for IT support where necessary
- Manage and ensure adequate office and pantry supplies including stationery, drinks and sundry groceries
- Procure BDA branded stationery and business cards upon coordination with the Operations team
- Coordinate with external vendors including couriers, building management office, service contractors, etc.
- Employee related matters including maintaining personnel records for SGP and SEA staff such as annual leaves as well as preparing documentation for new hires
- Liaise with BDA finance team in connection with expense reports, invoices, cheque payments, etc.
- Participate in various ad-hoc projects including organizing conferences and BDA off-sites
- Assist with compliance in business continuity matters where needed e.g. during the Covid-19 pandemic
- Assist with well-being oversight for the SGP team
- Other administrative tasks as assigned by the Company

**Responsibilities as HR Support**
- Liaise with recruiters and manage job postings for recruitment including screening of resumes for junior roles
- Liaise with local universities for internship recruitment
- Assist in on-boarding, orientation, benefits, expense claims, employee communications
- Address employee queries regarding staffing, staff well-being, office management issues
- Handle resignation process, including exit interviews and off-boarding

**Responsibilities as IT Support**
- Manage the company’s IT equipment including laptops, copiers, desk phones and access cards (including programming and troubleshooting)
- Record inventory
- Liaise with vendors on renewal or purchase of IT equipment

**Essential (‘Core’) Competencies**
- Sharp analytical abilities and a structured, data-driven approach to clarifying, scoping and solving problems
- Critical & flexible thinking
- Calendar and stakeholder management
- Exceptional verbal and written communication skills
- Strong attention to detail
- Excellent analytical skills
- Must be able to work with mínimal supervision
- Good interpersonal skills to work with different management levels
- Strong business acumen

**Desirable (‘Bonus’) Competencies**
- Knowledge of Investment Banking
- Knowledge of M&A processes
- Experience from working in a cross-border organisation
- Experience from working with Asian countries / working in Asia
- Knowledge of general IT systems