Administrative Assistant

Job Description & Requirements

The Administrator provides administrative, operational, and events support that enables the smooth functioning of the association.

You will report to the Corporate Services manager and will work in a mix of in-office and remote settings.

The Role Involves

1. Office Administration

• Manage incoming deliveries and mail to GIA's office and letterbox. Scan and email copies to the relevant staff and securely dispose of paper copies after imaging.
• Maintain all the user, contact, Authorised Representatives and distribution lists such as on the shared folder, email server and email management platform.
• Organise and send the weekly memo broadcast to members. This includes collecting and organising replies to GIA memos and messages.
• Keep a complete and accurate record of the Memos in the Circular System promptly.
• Manage the office stationery and supplies inventory.
• Send and collect documents and items to and from other parties, submit regulatory or other filings, and place approved orders for supplies or services.
• Send, retrieve, and manage the inventory and contents of our items at external archive storage providers. This includes working with other staff to conduct annual disposal of contents.
• Liaise with member insurers, external stakeholders and service providers such as the office or building management, suppliers and others.
• Perform administrative support for GIA including preparing documents, filing, copying and scanning.
• Work with building management to track meeting room credits, report maintenance issues, and coordinate office works as needed.
• Other administrative work as needed.

2. Feedback & Enquiry Management (GIA Hotline and Feedback Inbox)

• Act as the first point of contact for incoming calls from GIA hotline and email messages in feedback inbox.
• Log and categorise all enquiries from hotline and feedback inbox by topic and urgency. Track open issues and ensure timely closure of queries.
• Provide first-level responses or redirect to the relevant staff member for follow-up. Escalate complex or high-risk matters to the appropriate department head.
• Generate a monthly summary report capturing enquiry volume, key themes, response turnaround, and areas of concern. Identify recurring feedback or emerging issues that may require management attention.

3. Event Admin and Manpower Support

• You will provide support to the event specialist for GIA events and talent initiatives. These include:
• Admin support – Order catering, venue booking, send invitations & email reminders, send post-event surveys to attendees, prepare event materials e.g. print tent cards, respond to event emails and escalate complex matters to event specialist.
• Manpower support – Event setup, registration, catering setup and more.

4. Organisational Support

• Facilitate GIA's response to external business partners or parties' requests.
• Support cross-department coordination on GIA initiatives or projects.
• Provide support for meetings such as sending calendar invites and meeting materials to committee/workgroup members.

Other duties and responsibilities as may be needed

Minimum Qualifications

• Very proficient in business English.
• Proficient in Microsoft Excel, Word, PowerPoint, video conferencing tools.
• Proficient in handling personal data according to regulatory standards.
• Fresh school leavers are welcome to apply.
• Candidates with experience in administration, operations support, operating small offices, electronic document management systems, email management platforms, CRM systems, or stakeholder servicing would have an advantage.

The Ideal Candidate Should Be

• A capable administrator who can handle administrative and operational tasks independently and accurately.
• A meticulous organiser.
• An effective communicator in written and oral English.
• Competent in using digital tools and platforms.
• Confident in handling stakeholder communications and responding to both internal and external enquiries professionally.
• Adaptable, resourceful, and proactive in identifying and resolving issues with follow-through.
• Service-oriented and able to maintain a high level of professionalism in all interactions.
• A team player with proven ability to build relationships across different stakeholders.
• Effective in coordinating interdepartmental tasks and balancing competing priorities.

Candidates who do not have the relevant experience but demonstrate strong attention to detail, adaptability, and organisational ability may also be considered.

Administrative Information

• This role will be performed through a mix of working remotely, in office and on-site
• Salary Range: S$ 2,400-$3,600
• Contract Term: until Nov 2027
• Office Location: Market Street, Central Business District, Singapore

Application Information (Written Assessment)

1. GIA receives emails through its feedback inbox that need to be promptly responded to or redirected to the appropriate departments. Additionally, a monthly report summarising the feedback activity must be prepared, highlighting key trends or issues.

Please describe how you would:

• Monitor and manage incoming emails to ensure timely responses or proper redirection
• Categorise and track different types of feedback or enquiries received
• Compile and present a clear monthly report on feedback inbox activities, including how you would identify and highlight significant trends or recurring issues
• Suggest any tools or methods you would use to improve this process

2. GIA needs to maintain accurate and up-to-date records of members' contact details and distribution lists for official communications.

Please describe how you would:

• Organise and update the database or spreadsheet of contacts
• Ensure data accuracy and timely updates based on requests or changes
• Manage distribution lists effectively for different committees or workgroups
• Track changes and maintain version control to avoid errors

Please submit your written answers to

Job Type: Contract
Contract length: 15 months

Pay: $2, $3,600.00 per month

Benefits:

• Flexible schedule
• Health insurance
• Parental leave
• Professional development
• Work from home

Work Location: Hybrid remote in Singapore