The Executive Assistant and Office Administration role provides high-quality executive support to two P&C Directors while overseeing key office administration and employee support activities for the Singapore Store Support Centre.
The role is responsible for managing complex calendars, travel, expenses, confidential communications, and executive priorities, while ensuring smooth day-to-day office operations and a positive employee experience.
The incumbent is expected to demonstrate strong judgement, discretion, and organization, anticipate needs, coordinate effectively across stakeholders and functions, and drive continuous improvement in administrative processes, systems, and service delivery.
Key Responsibilities
- Executive Support: Provide proactive administrative support to two P&C Directors, including complex calendar management, scheduling, resolving priority conflicts, preparing itineraries, coordinating travel and accommodation, processing expense claims, and handling correspondence with a high level of professionalism and discretion. Anticipate requirements, ensure leaders are well prepared for meetings and engagements, and act as a key coordination point across internal and external stakeholders.
- Office Operations & Administration: Oversee day-to-day administrative operations of the Singapore SSC, including reception coordination and duties when required, management of pantry and office supplies, support for employee administrative queries, and ensuring the office environment is well organized.
- Operations, Governance & Coordination Support: Coordinate meetings, prepare and circulate agendas and materials, manage documentation and approval workflows, support follow-through on action items, and ensure timely and accurate administrative support for key P&C and office processes.
- Event Planning & Employee Engagement: Plan and coordinate assigned P&C team events, town halls, festive celebrations, well-being initiatives, and other company events. This includes managing logistics, liaising with venues and vendors, coordinating stakeholders, preparing materials, and supporting budget tracking to ensure events are delivered smoothly and professionally.
- Digital Tools, Systems & Process Improvement: Administer selected office and employee support systems, including digital business cards, access management, and employee discount-related processes where applicable. Support digitalization and reporting improvements, maintain accurate records, troubleshoot with relevant teams, and identify opportunities to improve administrative efficiency and service delivery.
- Confidentiality, Stakeholder Management & Team Support: Handle sensitive P&C and employee information with strict confidentiality, build strong working relationships across functions and markets, communicate proactively, and contribute positively to a collaborative and service-oriented culture. Where relevant, support capability building, learning coordination, and broader team initiatives aligned to DFI values and ESG commitments.
Key Requirements
- Bachelor’s degree, diploma, or relevant professional certification in business administration, secretarial studies, office management, human resources, or a related discipline
- At least 8 years of relevant experience in executive assistant, office administration, or business support roles, preferably supporting senior leaders in a fast-paced corporate environment
- Private Secretarial certification or equivalent administrative training is an added advantage
- Strong organisational, planning, and coordination skills, with the ability to manage multiple priorities and deliver with accuracy and timeliness
- Mature interpersonal and communication skills, with confidence in engaging senior stakeholders, vendors, and employees across functions
- Demonstrated sound judgement, discretion, and ability to manage confidential and sensitive information with care
- Experience in event coordination, travel management, and office operations is highly desirable
- Comfortable using Microsoft Office tools and digital administrative systems, with a continuous improvement mindset and willingness to support process digitalization
