Executive Assistant and Office Manager

**Role**:Executive Assistant - the incumbent will be responsible for Singapore office Operations and facilities management. Will work closely with leadership team in executing affiliations, client meetings, front office management, marketing & L&D events. The work may include working with events team to liaise with hotels & external agencies for execution of events. Key responsibilities include ensuring optimum utilization of space.

**Key Responsibilities**:
**1. **Time Management, Travel & Expenses**

To set appointments and meetings for your manager as requested from time to time including recurring meetings ensuring invites are sent in advance.

Address calendar conflicts in advance to ensure day to day engagements are smoothly carried out. Give heads-up to manger regarding important events/ meetings / visits and ensure that he is well prepared for all the meetings. Ensure pre-reads are in place a day before the meeting.

**2. **Controls & Compliance**

Tools and systems discipline and adherence, Ensuring strict compliance on every task assigned, proper checks on all the expenses & invoices put up for approval and while submitting manager’s expenses

Maintain confidentiality.

**3. **Drive Execution excellence**

Monthly APAC Leadership Meeting management including end to end coordination with relevant stakeholders to formalize the agenda, securing participation of important stakeholders, managing the logistics & agenda during the meeting and finally tracking the minutes and driving the action points to closure.

Coordinate Monthly SLT Meeting and other recurring meetings.

**4. **Exec Visits
- **Work with Relevant Stakeholders on Senior Exec visits. Support your Manager and his LT to ensure smooth Exec visit with end to end planning & execution (Logistics, security, hotel booking, meals, post visit follow-ups.)

5. **Misc **- Extend help during Onboarding of an team member. Building relationships with important stakeholders, Administrative Staff, Global EAs etc.

6. Handling end-to-end facilities, interiors and infrastructure of the office and liaising with all contractors for the same. Orchestrating across different departments for maintenance of all equipment in the organization and enhancing the overall efficiency.

7. Supervise & suggest enhancements for Office Maintenance & Cafeteria Management

8. Provide support in preparation of and take accountability for all administration budgets.

9. Develop strong relationships with key stakeholders to ensure the business needs are managed effectively. Manage and proactively monitor services to ensure delivery is at optimal levels Office Management: Budgeting, capacity planning and cost control of all office services.

10. Responsible for office layout and space allocation, buildouts, and repairs/ maintenance.

11. Negotiate and build relationships with key suppliers to ensure the best price, quality, and service - hotels, catering, corporate stationery, car hire, travel agencies, airlines etc.

12. Implement the office security and employee safety plan, including disaster management/emergency services. Ensure regular training is organized, and timely updates are made to the emergency plan.

13. Liaison with property owner on all day-to-day requirements.

14. Proto Management for the Product team.

15. Supporting Local HR requirements as directed by the Director HR.

**Qualification & Experience**
- Any graduation degree with 10+ years' experience in a similar role within a high performing professional services environment. Positive outlook and professional approach
- Can develop and manage relationships with key stakeholders at all levels of the organization. Builds strong networks and collaborative relationships
- Open and approachable, builds trust quickly and skilled at dealing with people issues both professionally and confidentially
- Demonstrates good judgement and the ability to resolve conflicts successfully. Calm and effective under pressure, demonstrates high levels of resilience
- Works autonomously and proactively but escalates when needed. Drive and enthusiasm to motivate and encourage a wide diverse team.
- Hands-on and flexible approach. Recognize and maintain confidentiality