Executive Assistant & Office Administrator - #1164683

Aramex, a global leading service provider of comprehensive logistics and transport solution serves 15 million customers worldwide. Aramex employ over 18,000 motivated professionals in over 66 countries worldwide with a shared vision to provide a seamless logistics and delivery experience – connecting the globe.

Our Mission is to Deliver flexible, innovative, reliable transport and logistics solutions.

Job Purpose

The Executive Assistant & Office Administrator reports to the HRBP, SEA, and provides comprehensive executive and administrative support to the SVP and APAC Functional Directors, while also taking ownership of day-to-day office operations across all four Aramex Singapore sites. This role combines executive support (travel and expense claims coordination) with facilities and office management responsibilities (stationery, pantry supplies, building facilities, procurement via Ariba), and assists the HR team with internal and external training arrangements and company events.

Key Responsibilities

1. Executive Support to SVP & APAC Functional Directors

• Arrange and coordinate business travel for the SVP and APAC Functional Directors, including flights, hotels, ground transportation, and visas where required.

• Prepare, submit, and track travel and expense claims, ensuring accuracy and timely submission in line with company policy.

• Liaise with travel agencies and vendors to secure the best rates and itineraries.

• Manage the SVP and APAC Functional Directors' calendars, schedule appointments, and coordinate meetings as needed.

• Handle correspondence, prepare documents/reports/presentations, and provide general executive support, exercising discretion with confidential matters.

2. Stationery & Pantry Supplies Management

• Monitor, order, and replenish stationery and pantry supplies across all 4 Aramex SG sites.

• Maintain inventory records and control costs by sourcing competitive suppliers and negotiating prices.

• Ensure consistent and timely distribution of supplies to each site.

• Manage relationships with vendors and suppliers, including invoicing and purchase orders.

• Raise Purchase Requisitions (PR) and Purchase Orders (PO) in the Ariba system for stationery, pantry, and facilities-related purchases.

• Create and maintain new vendor records in Ariba, ensuring accurate and complete vendor information.

• Track PR/PO approval status and follow up with stakeholders and Finance to ensure timely processing and payment.

3. Building & Facilities Management

• Take charge of building facilities across all 4 sites, ensuring a safe, clean, and well-maintained work environment.

• Coordinate with landlords, building management, and maintenance contractors/vendors for repairs and servicing.

• Oversee office equipment maintenance (printers, pantry appliances, aircon, etc.) and raise service requests as needed.

• Support office set-up, renovations, or relocations as required.

• Ensure compliance with workplace safety and health regulations across all sites.

4. HR Training Coordination & Company Events Support

• Assist the HR team in arranging internal and external training sessions, including scheduling, venue/room booking, and logistics.

• Liaise with external training providers/vendors on logistics, materials, and payment processing.

• Prepare training materials, attendance records, and post-training documentation as required.

• Support HR with other ad-hoc administrative tasks related to learning and development activities.

• Assist in planning and coordinating company events, such as town halls, staff engagement activities, festive celebrations, and appreciation events, across all 4 sites.

• Coordinate event logistics, including venue booking, catering, vendor arrangements, and budget tracking.

• Work with HR and site stakeholders to ensure smooth on-the-day execution of events.

Requirements

• Diploma or equivalent in Business Administration, Office Management, or a related field.

• Minimum 3–5 years of relevant experience as an Executive Assistant, PA, or Office Administrator, ideally supporting senior management, SVP, or regional/functional director level executives.

• Strong organizational and multitasking skills, with the ability to manage priorities across multiple sites.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Familiarity with SAP Ariba (or willingness to be trained) for raising PRs/POs and creating vendor records.

• Good communication and interpersonal skills, with a service-oriented mindset.

• Ability to work independently, exercise discretion, and handle confidential information.

Key Attributes

• Highly organized, detail-oriented, and proactive.

• Resourceful problem-solver who can manage vendors and competing priorities.

• Trustworthy and able to handle sensitive/confidential matters with discretion.

• Positive, flexible, and able to work well under pressure across multiple locations.