Administrative Assistant

Founded in Switzerland in 1968 Zühlke is owned by its partners and located across Europe and Asia. We are a global transformation partner with engineering and innovation in our DNA. Were trusted to help clients envision and build their businesses for the future to run smarter today while adapting for tomorrows markets customers and communities. Our multidisciplinary teams specialise in tech strategy and business innovation digital solutions and applications and device and systems engineering. We excel in complex regulated spaces including health and finance connecting strategy tech implementation and operational services to help clients become more effective resilient businesses.

If you share our values and want to do the best work for the right reasons we can offer you the chance to do it on a global scale and play a real role in shaping our exciting journey.

As the Admin Support at Zuhlke APAC you will play a key role in ensuring the seamless operation of our office supporting facilities functions and creating a welcoming environment for employees and visitors alike. This is a multifaceted role encompassing office administration vendor management inventory oversight event support and travel coordination. Youll also be actively involved in fostering a strong service-oriented office culture and supporting internal and external engagement initiatives with P&C and MarCom.

This role is located in Singapore and physical presence in the office would be required.

Office Management

• Act as the first point of contact for all office-related topics including badge administration access rights air-conditioning etc.
• Provide general support to visitors ensuring a professional and welcoming atmosphere.
• Manage day-to-day office operations: supplies procurement vendor coordination service provider management and facilities maintenance.
• Monitor and maintain office efficiency through well-planned layouts system installations and consistent policy enforcement.
• Maintain a safe clean and secure working environment.
• Oversee pantry management keeping supplies stocked and the area orderly.
• Liaise with Finance on office-related invoicing and payment processing.
• Managing of Leadership calendars when required

Vendor & Contract Management

• Manage relationships with vendors service providers and the landlord.
• Work with Finance team to ensure timely invoicing and payments.
• Evaluate service quality and contract renewals.

Travel Desk

• Support leadership travel arrangements and logistics as required.

Event Management Support

• Assist in planning and executing internal events and provide structural setup for external events.
• Support logistics vendor coordination and on-site setup for both small-scale and large-scale company events across Zuhlke Asia.

IT Management

• Maintain and support meeting room infrastructure (AV conferencing tools and collaborative setups).
• Set up AV systems for major internal/external events.
• Oversee general infrastructure maintenance and support for office networks.

What is important to us

• You have about 2-4 years experience in office management or related administrative role. Previous customer service or front office experience and great customer focus and service orientation
• You are a self-starter. You are highly motivated take initiative and always up for challenges to get things done.
• Proficient in Microsoft Word Excel Outlook and PowerPoint.
• Strong organizational and time management skills and ability to prioritise
• Enjoy a good balance between working independently and working with a greater team. You are also strong in handling ambiguity and enjoy experimenting to solve new challenges.
• Diploma; additional qualification as an Administrative assistant will be a plus.

If you feel you dont meet all the requirements we are still happy to get to know you learn more about your ambitions and ideas and look forward to receiving your application!

We welcome people from all backgrounds regardless of their gender personality national origin race religion colour sexual orientation gender identity age marital status disability or veteran status.