Executive Assistant 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**

**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 logístical 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 logístical 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.