Admin Executive – Administrative & Event Support

About the role

The Admin Executive provides comprehensive administrative and secretarial support to ensure smooth departmental operations. This contract role involves coordinating meetings, managing events, and assisting project managers across the organisation.

Key responsibilities

• Offer administrative and secretarial assistance to departmental functions.
• Arrange and coordinate meetings: scheduling, agenda preparation, invitations, room booking, equipment setup, and attendance tracking.
• Plan and organise internal and external events, handling venue surveys, budgets, supplier coordination, transportation, on‑site support, and post‑event reporting.
• Assist project managers in tracking timelines, milestones, and deliverables, and manage quality‑related correspondence.
• Compile, prepare, and submit required reports in a timely manner.
• Handle travel arrangements, including flight reservations, hotel bookings, and visa applications.
• Prepare payment requests, goods and service acceptance, and acknowledge expense claims.
• Collaborate directly with English‑ and Mandarin‑speaking stakeholders, including headquarters and international partners.

Required profile

• Minimum 3 years of relevant administrative experience, preferably in an MNC.
• Fluent in written and spoken English and Mandarin.
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of SAP is a plus.
• Strong composure, cheerful disposition, good phone etiquette, and a positive attitude.
• Independent, initiative‑driven, and able to start immediately.

Required skills

• MS Office (Word, Excel, PowerPoint, Outlook)
• SAP (knowledge)
• Adobe Photoshop
• CANVA