The Opportunity: Design Business Chamber Singapore (DBCS) is seeking a detail-oriented, self-motivated, and highly organized Administrative Assistant to provide crucial support to our team. This role is ideal for someone who possesses excellent communication skills, and can proactively manage a variety of administrative tasks to ensure the smooth operation of our business.

Key Responsibilities:

• Administrative Support:
  • Manage and organize digital files and documents, ensuring easy accessibility and proper version control.
  • Regularly clean up and maintain shared digital folders to ensure a streamlined and clutter-free workspace.
  • Prepare, format, and edit documents, presentations, and reports as required.
  • Handle general email correspondence and inquiries, directing them to the appropriate team members.
  • Assist with data entry and maintain various databases and spreadsheets.
  • Coordinate and schedule internal and external meetings, including sending invitations and managing RSVPs across different time zones when necessary.
  • Take accurate meeting minutes and distribute them promptly.
• Memberships Management:
  • Efficiently manage requests for renewals and enquiries.
  • Regularly review and clean up outdated or inactive membership records to maintain an accurate and organised database.
  • Able to handle backend membership systems (e.g., Glue Up), including updating records, troubleshooting issues, and generating reports when needed.
• Communication & Coordination:
  • Serve as a primary point of contact for internal and external stakeholders for administrative matters.
  • Facilitate effective communication flow within the team, including sharing updates and announcements.
  • Assist in coordinating team events, virtual gatherings, or physical meetings
• Travel & Logistics (Occasional):
  • Assist with simple travel arrangements (flights, accommodation) and visa applications for team members when required.
  • Process and compile expense reports and invoices, ensuring adherence to company policies.
• Ad-Hoc Projects:
  • Undertake special projects and ad-hoc tasks as assigned by management.
  • Occasional support for event days.

Requirements:

• Experience: Entry -level, Minimum experience needed
• Technical Proficiency:
  • Highly proficient in Google Workspace (Docs, Sheets, Drive, Calendar), Microsoft Suite (Word, Excel, PowerPoint, Outlook).
  • Strong familiarity with virtual communication and collaboration tools (e.g., Google Workspace, Zoom). Experience with accounting software such as Xero is a strong advantage.
  • Experience with project management software is a plus.
• Organizational Skills: Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Communication: Excellent written and verbal communication skills in English, with a keen eye for detail and accuracy.
• Proactiveness & Independence: Ability to work independently with minimal supervision, take initiative, and solve problems proactively.
• Adaptability: Comfortable working in a fast-paced, evolving remote environment and adapting to new tools and processes quickly.
• Discretion: High level of professionalism and discretion when handling confidential information.

Personal Attributes

• A proactive attitude and willingness to learn are essential
• Good, positive and humble attitude with a willingness to learn
• Ability to work independently and collaboratively (good team player)
• Good organisational skills & able to prioritise tasks
• Must have creative thinking abilities and problem-solving skills
• Able to effectively manage multiple projects in a fast-paced environment

Benefits

• 5-day work week (Mon to Fri)
• 1-year contract with renewal
• Work-life balance
• Office near Bugis MRT
• Flexibility to work from home (~twice a week) Wed, Fri