Executive Assistant & Office Administrator

We are an established, globally active management consulting company with offices in Switzerland, Germany, Austria, UK, USA,Singapore, Hong Kong, the Philippines, Australia, Indonesia and India. We are avalued partner to many of the world ‘s largest international financial servicesand insurance firms. We support our clients at all project management stagesfrom the development of strategies and operational frameworks to the technicalimplementation and handover. Our expertise in business and technology combinedwith our methodic approach enable us to create sustainable added value for ourclient's business.

About the Job

As an Executive Assistant and Office Administrator, you will provide high-level executive and administrative support to Partners and senior leaders while overseeing the day-to-day administration of the Singapore office. You will act as a trusted partner, managing complex calendars, travel, contracts, and regional and global stakeholder interactions, while ensuring that office operations run smoothly and efficiently in a fast-paced, client-focused consulting environment.

The ideal candidate thrives in a dynamic environment, demonstrates strong business acumen, and is comfortable interacting with senior executives, clients, and stakeholders across multiple geographies. You will play a key role in driving operationalefficiency, supporting leadership activities, and maintaining the highprofessional standards expected at Synpulse.

Job Responsibilities

Executive Support

• Manage complex calendars, appointments, meetings, and schedules for Partners and senior leaders across multiple time zones.
• Proactively resolve scheduling conflicts, prioritize commitments, and ensure leaders are fully prepared for key meetings and engagements.
• Coordinate internal and external meetings, leadership forums, client engagements, and business events.
• Prepare meeting agendas, presentation materials, reports, and briefing packs.
• Record and track action items, ensuring timely follow-up and execution.
• Handle confidential correspondence, documents, and information with discretion and sound judgment.

Stakeholder &Business Coordination

• Facilitate communications between executives and regional teams, exercising judgment on priorities and appropriate follow-up.
• Arrange end-to-end domestic and international travel for Partners and senior leaders, including flights, hotels, ground transportation, visas, travel documentation, and detailed itineraries.
• Manage travel changes and disruptions, and process travel expenses and reimbursements accurately and onetime.
• Manage contracts and related documentation for Partners, coordinating reviews, approvals, signatures, renewals, filing, and key-date tracking with relevant internal and external stakeholders.

Office Administration & Operational Excellence

• Oversee the day-to-day administration of the office, ensuring a professional, organized, safe, and welcoming workplace.
• Monitor and replenish pantry supplies, stationery, office consumables, and other workplace essentials while maintaining appropriate stock levels.
• Manage office bills, invoices, purchase documentation, and payment follow-ups, coordinating with Finance to ensure accurate and timely processing.
• Liaise with landlords, building management, vendors, couriers, and service providers on maintenance,repairs, access, deliveries, and office services.
• Maintain office vendor and service contracts, track renewal and termination dates, obtain quotations, and support supplier performance and cost reviews.
• Coordinate meeting rooms, visitor arrangements, office access, employee onboarding logistics, and internal office events as required.
• Maintain administrative records, correspondence, filing systems, and office-related documentation in an accurate and accessible manner.
• Monitor office administration expenditure, identify cost-saving opportunities, and improve processes to enhance service quality and operational efficiency.
• Support business continuity, health and safety, and other office, leadership, and company-wide initiatives as required.

Job Requirements

• 3+ years of experience supporting C-level executives, Managing Directors, Partners, or senior leadership teams, with hands-on office administration responsibilities.
• Experience within consulting, professional services, banking, financial services, or multinational environments is highly preferred.
• Demonstrated experience managing complex calendars, business travel, contracts, vendors, invoices, and office facilities or supplies.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent verbal and written communication skills.
• Strong stakeholder and vendor management capabilities, with the confidence to engage senior leader sand external service providers.
• Ability to manage competing priorities, anticipate needs, and solve operational issues in a fast-paced environment.
• Highly proficient in Microsoft Office 365, including Outlook, PowerPoint, Excel, Teams, and Copilot-enabled productivity tools.
• Demonstrates professionalism, discretion, service orientation, and sound judgment in handling confidential information.
• Ideally someone who can start ASAP. This is initial 2 months contract. Onsite.