Job Description
Join Arvato Systems as an Admin Executive and play a pivotal role in keeping our Singapore operations smooth, compliant, and highly efficient. You will partner with multiple teams to support ESG reporting, audits, travel arrangements, communications, and general office operations in a fast-paced technology services environment. This role offers exposure to cross-functional collaboration, process improvements, and hands-on opportunities to contribute to sustainability initiatives while maintaining high standards of service to internal stakeholders and external partners.
As an Admin Executive, you'll manage calendars, coordinate meetings and travel, handle document control and filing, assist with internal and external communications, and ensure facilities and office supplies are well maintained. You will be trusted to manage confidential information with integrity, streamline administrative processes, and serve as a trusted point of contact for colleagues and leadership.
We look for proactive, detail-oriented professionals who thrive in a dynamic corporate setting and are committed to delivering exceptional administrative support that drives business performance and ESG compliance across our Singapore operations.
Responsibilities
- Manage calendars, schedule and coordinate meetings, and arrange travel for executives and cross-functional teams.
- Support ESG reporting activities by collecting data, coordinating with departments, and preparing documentation for internal stakeholders and audits.
- Assist with audits, including document preparation, record keeping, and liaising with auditors to ensure timely and accurate responses.
- Coordinate travel arrangements, visas, expense processing, and related documentation for staff and visitors.
- Handle internal and external communications, prepare meeting minutes, and circulate updates to stakeholders.
- Oversee day-to-day office operations, facilities, procurement, and vendor relationships to ensure a well-equipped and efficient workplace.
- Maintain accurate filing and records, manage data entry tasks, and support compliance and risk management activities.
Qualifications
- Diploma or degree in business administration, office management, or a related field.
- 2-4 years of administrative or executive support experience; experience in tech or professional services is a plus.
- Proficiency with MS Office (Word, Excel, Outlook) and collaboration tools; familiarity with ESG data systems is a plus.
- Strong organizational and time-management skills with the ability to prioritize and meet deadlines.
- Excellent written and verbal communication, with a high level of discretion for confidential information.
- Proactive, detail-oriented, problem-solving mindset and customer-service orientation.
- Ability to work cross-functionally in a fast-paced environment and adapt to changing priorities in Singapore-based operations.