Admin & Executive Support

Company Overview

OA Group of Companies (“OA GoC”) includes Singapore Corporate Services and OA Assurance, delivering assurance, compliance, and advisory services. With over 50 professionals and 500+ clients, OA GoC fosters growth through tailored corporate solutions and a vibrant, supportive culture.

Job Summary

We are seeking a responsible and detail-oriented Admin & Executive Support to manage daily administrative operations and coordinate with management and internal teams, ensuring smooth office functions and effective communication.

Responsibilities

• Provide administrative support to senior management, directors, and internal teams to facilitate efficient operations
• Coordinate calendars, schedule meetings, send reminders, and manage follow-up actions to ensure timely completion of tasks
• Organize meeting logistics including room bookings, refreshments, preparation of materials, and visitor arrangements to support smooth events
• Arrange travel, accommodation, transport, visa support, and prepare detailed itineraries to streamline executive travel
• Prepare, compile, format, and organize documents, reports, presentations, meeting notes, and supporting materials for management and teams
• Track tasks, action items, deadlines, approvals, and follow-ups to maintain project momentum and accountability
• Handle confidential information and administrative documents with discretion and professionalism to protect sensitive data
• Liaise with internal teams to gather information, follow up on pending matters, and ensure timely submission of documents or updates
• Support coordination between management and departments to enhance communication and operational efficiency
• Assist in preparing internal announcements, notices, meeting agendas, minutes, and summaries to document and communicate key information
• Maintain trackers for follow-up items, approvals, deadlines, and administrative matters to ensure organized workflows
• Coordinate company-wide meetings, internal events, staff activities, business visits, and management visits to foster engagement
• Maintain filing systems, documentation, trackers, registers, and shared folders to ensure easy access and record integrity
• Support document preparation, filing, scanning, archiving, and retrieval to maintain comprehensive records
• Organize important records, correspondence, and supporting documents for accessibility and compliance
• Assist in preparing task handover notes, process guides, and workflow documentation to support continuity of administrative tasks
• Support basic statutory, regulatory, or internal compliance-related administration to uphold company standards
• Manage general office administrative tasks including supplies, stationery, pantry items, courier arrangements, and office upkeep to maintain a functional work environment
• Maintain admin records, filing systems, trackers, and shared folders to support office organization
• Attend to visitors, guests, vendors, and external parties professionally to represent the company positively
• Verify visitor details such as name, company, purpose, host, appointment time, and meeting venue before escalation to ensure security and proper access
• Coordinate visitor arrangements for management, clients, vendors, and external guests to facilitate smooth interactions
• Provide backup support to the Admin team during leave, urgent matters, or peak periods to ensure continuous office operations
• Perform other ad-hoc administrative and coordination tasks as assigned to support team needs

Required competencies and certifications

• At least 2 to 3 years of administrative experience in professional services, corporate services, accounting, legal, or office environments
• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook
• Strong organizational and time-management skills to manage multiple tasks and meet deadlines
• Ability to prepare, organize, and maintain documents, trackers, meeting notes, and administrative records
• Professional communication skills for effective interaction with internal staff, clients, vendors, and external parties
• Detail-oriented, responsible, discreet, and capable of handling confidential information appropriately
• Ability to work independently and collaboratively within a team

Preferred competencies and qualifications

• Prior experience supporting senior management, directors, or executive administrative matters