Administrative Executive

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

Key Responsibilities

Administrative Support

• Manage and organise digital files and documents, ensuring easy accessibility and proper version control.
• Regularly clean up and maintain shared digital folders for a streamlined and clutter-free workspace.
• Prepare, format, and edit documents, presentations, and reports as required.
• Handle general email correspondence and enquiries, directing them to the appropriate team members.
• Assist with data entry and maintain 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.

Membership Management

• Manage membership renewal requests and enquiries efficiently.
• Regularly review and clean up outdated or inactive membership records.
• Handle backend membership systems, such as 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 on administrative matters.
• Facilitate effective communication flow within the team, including sharing updates and announcements.
• Assist in coordinating team events, virtual gatherings, or physical meetings.
• Able to work occasional evenings, weekends, and overtime as required to support events and operational needs.

Travel & Logistics (Occasional)

• Assist with simple travel arrangements, including 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.
• Provide occasional support on 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