Office Manager & Executive Support at Elmwood Brand Consultancy

Singapore, , Singapore -

Full Time

Start Date

Immediate

Expiry Date

20 May, 26

Salary

0.0

Posted On

19 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Budget Planning, Expense Tracking, Discretion, Front of House, Office Operations, Facilities Management, Vendor Management, Travel Coordination, Event Planning, HR Administration, IT Support, Problem-Solving, Multitasking, Organization

Industry

Design Services

Description

About Elmwood: Elmwood is a global brand design and innovation agency with a rich history of creating meaningful and impactful brand experiences. With offices around the world, we help our clients build distinctive brands that connect with their audiences in powerful ways. Our Singapore studio is at the heart of our commitment to delivering excellence and creativity to clients in the Asia-Pacific region. Who are we looking for: We’re looking for an energetic, highly organised Executive Assistant / Office Manager to be the operational heartbeat of our Singapore studio. You’re a creative organiser who loves dreaming up social and studio experiences that are engaging, inclusive and genuinely meaningful, and you combine a positive, upbeat attitude with the ability to be firm and decisive when needed. You’re comfortable juggling multiple personalities and priorities in a fast-moving, creative environment, and you thrive in ambiguity; calm under pressure, quick to pivot and adapt to change, and always a few steps ahead. A proactive problem-solver, you take pride in keeping the people, space and operations running smoothly while helping to shape the everyday culture of the studio. What you will do: Executive Support Provide comprehensive administrative support to the Managing Director, General Manager and Creative Director. Manage complex calendars, schedule meetings and coordinate appointments across time zones. Prepare, edit and organise presentations, reports and key documents. Support budget planning and expense tracking for the leadership team, partnering with Finance on submissions, coding and approvals. Handle sensitive and confidential information with the highest level of discretion Front of House Act as the first point of contact for visitors and clients, creating a warm, professional and memorable experience. Manage reception duties, including calls, emails and general enquiries, ensuring timely and appropriate responses. Coordinate incoming and outgoing mail, couriers and deliveries. Office, facilities & budget management Oversee day-to-day studio operations to ensure a smooth, efficient and inspiring working environment. Develop and maintain clear office operations, procedures and standards to support a high-performing team. Own and manage budgets for office operations, studio socials and events, and travel — including planning, tracking spends, reconciling expenses and identifying cost efficiencies with Finance. Manage vendor and service provider relationships, including sourcing, negotiation, contracts, and performance follow-up (e.g. cleaning, pantry, office supplies, maintenance, courier, IT vendors). Manage the cleaning service and day-to-day cleaners’ schedule, standards and performance, ensuring the studio is consistently clean, presentable and aligned with health and safety requirements Ensure compliance with workplace safety and health obligations, maintaining a safe and well-maintained studio environment. Liaise with building management on all facilities matters, including maintenance, repairs, access, security and compliance requirements. Oversee facilities management and workspace organisation, ensuring issues are addressed promptly and proactively. Coordinate renovation and fit-out works, partnering with contractors, designers and building management to minimise disruption to studio operations. Plan and manage office moves end-to-end, including space planning, logistics, vendor coordination and communication with internal stakeholders. Oversee reinstatement of the office at end of lease or when required, ensuring all works meet landlord and regulatory requirements. Travel Coordination: Work with our travel agency to arrange travel itineraries, bookings and accommodations for team members and clients. Monitor travel budgets, reconcile travel expenses and support adherence to company travel guidelines. Event & Socials Management Champion studio culture by planning and delivering company socials and studio events, including client events, internal meetings, workshops and team lunches. Organise team-building activities and signature moments such as Lunch & Learns, company retreats, Christmas and Chinese New Year gatherings. Manage event-related budgets, ensuring experiences are high-quality and delivered within agreed cost parameters. HR & IT Support Partner with the People & Culture Manager on HR-related administration, onboarding/offboarding logistics and studio-level HR processes. Liaise with IT (internal or external) to support the setup and maintenance of equipment, accounts and access, and provide basic on-site troubleshooting support. What you have done: Minimum of 3 years of experience in an office management/ executive assistant role preferably in a fast-paced creative environment Proven organisational, prioritising and multitasking skills, with a strong attention to detail. Excellent communication and interpersonal skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). An enthusiastic and proactive approach to problem-solving and taking the initiative to propose best practices to improve or streamline office management processes. Ability to handle sensitive and confidential information with discretion. Why Elmwood: Join a globally recognized design agency with a rich history of innovation and creativity. Be part of a diverse and collaborative team of design professionals. Work on a wide range of projects for prestigious clients from various industries. Opportunity for professional growth and development in the design field. What We Offer Birthday Leave Hybrid working environment Group Health Insurance Group Personal Accident Insurance Curated Learning & Development opportunities Annual festivities, along with various social events throughout the year Fun Studio environment working alongside great and talented individuals We offer 'Recharge Friday' every two weeks, providing our team members a half-day off on Fridays to promote well-being and rejuvenation. Equal Opportunities: Elmwood Design Consultancy is an equal opportunity employer. We value diversity and encourage candidates from all backgrounds to apply. We appreciate all applicants' interest; however, only those selected for an interview will be contacted. Bring your brand: We are always eager to hear from ambitious individuals and encourage any curious minds to apply for the role, even if you think you don’t tick all the boxes. We continue to promote a positive and collaborative working environment where you can be yourself, bring your insights to the table, and grow professionally. Learn more about the Elmwood Want to see what it’s like to work at Elmwood? Head to our Instagram (@elmwood global) to browse the work we do and see what our team gets up to. Make sure to follow our LinkedIn page to stay up-to-date with the latest available opportunities across all our studios.

Responsibilities

This role involves providing comprehensive executive support to leadership, managing complex calendars, preparing documents, and handling budget tracking while also acting as the first point of contact for visitors and clients. Additionally, the manager will oversee day-to-day studio operations, facilities, travel coordination, and champion studio culture through event planning.