Executive Assistant & Office Manager

Position Overview

Join Real Chemistry during a crucial phase of expansion as our Singapore office becomes a central hub in APAC following the Spurwing Communications acquisition. We are seeking an Executive Assistant & Office Manager to provide essential support to three senior executives and contribute to the operational efficiency of our dynamic regional team. This role combines executive assistant responsibilities with office management functions, ideal for someone who thrives in fast-paced environments and enjoys close collaboration with senior leaders.

Key Duties and Responsibilities

• Proactively manage calendars and diaries for three top executives to optimize their time utilization.
• Organize meetings, videoconferences, conference calls, and client/internal events including agenda preparation, logistical arrangements, and follow-ups.
• Coordinate intricate travel plans domestically and internationally, managing all travel logistics.
• Process and monitor expense reports and credit card reconciliations; assist with invoicing related to office expenditures.
• Prepare, edit, and distribute documents and presentations with support for PowerPoint and pitches as needed.
• Handle executive correspondence and communications maintaining confidentiality and sound judgement.
• Maintain comprehensive online and offline filing systems, archives, contacts, and administrative documentation.
• Collaborate with Talent Acquisition for scheduling interviews and coordinating candidate logistics.
• Serve as the primary point of contact for the Singapore office, addressing facility and operational issues efficiently.
• Manage office resources including supplies, equipment, and stationery, ensuring a professional and organized environment.
• Liaise with building authorities, landlords, vendors, and service providers regarding maintenance and facility needs.
• Welcome visitors and support meeting room coordination and hospitality requirements.
• Manage onboarding logistics such as workstation setup, access, and first day arrangements for new employees.
• Maintain compliance with local health, safety, and emergency protocols including fire procedures and first aid information.
• Organize small-scale events and team-building activities to enhance employee engagement.
• Oversee office budget tracking, vendor management, and approval of office-related purchases.
• Work closely with the broader administrative team to ensure seamless operational support across the company.
• Assume additional responsibilities as the Singapore office expands and alters its operational scope.

Qualifications and Desired Attributes

• Educational background in business management or a related discipline (Bachelor's or Associate's degree preferred but not mandatory).
• Proven experience providing executive administrative support at senior leadership levels.
• Professional demeanor with polished appearance.
• Strong problem-solving skills and the ability to anticipate and address challenges proactively.
• Handling highly confidential and sensitive materials with discretion is essential.
• Client service-oriented with urgency and efficiency in task execution.
• Alignment and support for Real Chemistry’s vision, goals, strategies, and organizational culture.
• Excellent prioritization skills for independent and executive support tasks.
• Effective collaboration within administrative teams covering communication and troubleshooting.
• Keen attention to detail with exceptional organizational and multitasking capabilities.
• Superior writing, editing, verbal communication skills both face-to-face and telephonically.
• Strong work ethic, sound judgment, calm under pressure, and eagerness to learn.
• High proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and internet research.
• Adaptability and resilience with readiness to adjust responsibilities as the business grows.
• Proactive, self-motivated, resourceful with strong prioritization and data orientation.
• Self-directed and able to manage tight deadlines independently.

Additional Information

Real Chemistry embraces a Great Place to Work® certified culture with benefits tailored regionally, including comprehensive medical coverage options, paid time off, wellness coaching, and learning opportunities via an extensive online course platform. Our hybrid work approach balances collaboration and flexibility, requiring in-office presence two days per week for employees living within an hour's commute to an office. We support open dialogue to accommodate unique personal circumstances.

We are committed to equal opportunity employment and fostering an inclusive environment where diverse backgrounds are valued. We caution applicants to be aware of fraudulent activities impersonating Real Chemistry and to avoid sharing sensitive information with unverified sources.