Executive Assistant cum Office Operations Manager

Executive Assistant cum Office Operations Manager

Company: HEC CORDYCEPS (SINGAPORE) PTE. LTD.

Location: Singapore, CBD, Tanjong Pagar

Department: Singapore Office

Reports to: General Manager

Position Summary

We are seeking a highly organized and proactive Executive Assistant cum Office Operations Manager to serve as the operational nexus of our growing Singapore office. This dual-faceted role is designed to be a force multiplier for the General Manager and the cornerstone of our local operations. The successful candidate will ensure the seamless executive support to the General Manager, and concurrently manage all administrative, facility, and operational logistics for our CBD office, flagship store, and any future warehouses.

Key Responsibilities

1. Executive Support to the General Manager

• Proactively manage the General Manager's complex calendar, schedule, and international travel itineraries.
• Prepare and/or compile briefing documents, presentations, and reports for meetings and strategic reviews.
• Act as a primary gatekeeper and facilitator for the General Manager's communications, ensuring efficient and professional handling of all correspondence and inquiries. Provide translation support as needed.
• Assist in tracking and following up on key action items and strategic initiatives delegated by the General Manager.
• Process the General Manager's expenses and handle confidential matters with utmost discretion.

2. Office & Facilities Management

• Oversee all daily administrative operations of the Singapore CBD office, including procurement of supplies, maintenance of equipment, and management of the working environment.
• Manage the office lease agreement and serve as the primary liaison with the landlord.
• Coordinate with and manage external vendors, including IT support, cleaning services, and telecommunications providers.

3. Flagship Store & Warehouse Operational Support

• Serve as the primary administrative liaison for the flagship store, supporting the Store Manager in communications with mall management, lease administration, and compliance submissions.
• Procure all non-inventory operational supplies required for the flagship store.
• Support the General Manager in the site selection, lease negotiation, and setup of any future warehouses in Singapore.
• Coordinate logistical needs between the office, flagship store, and warehouse.

4. Local Vendor Management & Event Support

• Source, evaluate, and manage relationships with local Singapore vendors across various services (e.g., printing, event planning, translation, legal counsel).
• Provide logistical and administrative support for local marketing events and client meetings organized by the commercial team.

5. Compliance & Secretariat Liaison

• Act as the key point of contact for the outsourced corporate secretarial firm, facilitating the timely preparation and submission of required documents for annual returns and corporate filings.
• Maintain and organize all local corporate and compliance-related documentation.

Qualifications & Requirements

• Education: Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.

• Experience:

• Minimum of 5 years of experience in an Executive Assistant, Senior Administrative Assistant, or Office Manager role, with a proven track record of supporting C-level executives.

• Prior experience in retail, FMCG, or an international trading company is highly advantageous.
• Language Skills: Mandatory fluency in both English and Mandarin (both written and spoken) to effectively communicate with stakeholders in Singapore and the China headquarters.

• Core Competencies:

• Exceptional Organizational & Multi-tasking Skills: Ability to prioritize and manage multiple tasks efficiently in a fast-paced environment with a keen attention to detail.

• Strong Communication & Interpersonal Skills: Professional and articulate, with the ability to interact effectively with internal and external stakeholders at all levels.
• High Integrity & Discretion: Demonstrated ability to handle sensitive and confidential information with impeccable judgment.
• Proactive Problem-Solver: A self-starter with a forward-thinking mindset and the initiative to anticipate needs and propose solutions.
• Technical Proficiency: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Personal Attributes: Energetic, resilient, service-oriented, and thrives in a dynamic, start-up-like environment.