Administrative Assistant

• Ensure smooth day-to-day office operations through proactive administrative coordination across teams
• Maintain accurate and up-to-date records, trackers, and documentation to support compliance and operational efficiency
• Coordinate meeting room bookings and logistics to ensure seamless internal collaboration
• Support effective office space utilisation and coordination to enhance team productivity
• Support and execute travel arrangements end-to-end, including bookings, coordination, and follow-ups with vendors
• Assist and support interactions with travel agents, hotels, and other vendors to ensure smooth travel planning and execution
• Provide on-ground/local coordination support for travel-related needs when required
• Review and compile travel-related receipts and documents to support reimbursement processes
• Assist in reconciling travel advances and claims to ensure accuracy before submission to Finance
• Maintain trackers for travel arrangements, invoices, payments, and administrative expenses to ensure proper record-keeping
• Act as a point of contact for local vendors, banks, and service providers to support operational needs
• Support local administrative work requiring coordination with external stakeholders
• Follow up with vendors and service providers to ensure timely delivery and issue resolution
• Support tracking and maintenance of office assets, ensuring proper documentation and periodic verification
• Assist in general office coordination tasks as required
• Coordinate with Co Working space management, housekeeping, and facility staff to ensure availability of services such as tea/coffee, cleanliness, and general upkeep
• Ensure meeting rooms are set up and ready for use, including seating, equipment, and basic requirements
• Monitor office supplies and coordinate timely replenishment
• Follow up with facility staff and vendors to promptly resolve day-to-day operational issues
• Support planning and execution of internal and external events
• Coordinate with respective teams and vendors to ensure smooth event management and delivery

• Bachelor's degree or equivalent experience
• Minimum 3 years of experience in administrative support, travel coordination, or office operations
• Experience handling travel logistics and reimbursements
• NGO experience is an advantage
• Experience of using Microsoft Excel, Word, and basic computer applications, including day-to-day email and documentation management
• Strong organisational and multitasking skills with high attention to detail
• Effective communication and coordination with internal teams and external stakeholders
• Ability to manage administrative processes and improve operational efficiency
• Proactive problem-solving and adaptability in dynamic work environments
• Proficiency in MS Office (Excel, Word, Outlook) for documentation, tracking, and communication
• Basic understanding of financial processes (invoices, reimbursements, tracking)
• Demonstrates ownership and accountability in completing tasks
• Maintains confidentiality and professionalism in handling sensitive information
• Collaborates effectively across teams and functions
• Shows responsiveness and service orientation towards internal stakeholders

NGO experience is an advantage

• Competitive salary
• Continuous learning and development
• Provident Fund Benefits
• A generous annual leave package, including paid holiday, public holidays, additional paid days off during the festive season, study and exam days, and extra discretionary leave for life events such as family weddings or moving home
• Enhanced insurance benefits