Office Manager & Executive Assistant at Veeam Software in Singapore, Singapore

Job description

• The Office Manager & Executive Assistant is responsible for ensuring smooth day-to-day office operations and assisting the Executive Assistant (EA) as and when required. The role also provides direct backup support to the SVP when the EA is on leave, ensuring continuity of executive support.
• Role allocation: 60% Office Management | 40% EA Support

Responsibilities

• Office Management — 60%
• Manage day-to-day office operations. Ensure the office is welcoming, well-organized, and appropriately equipped. Oversee kitchen and office supplies, meeting-room readiness, and shared spaces to support a productive working environment.
• Coordinate facilities and vendor services. Serve as the primary contact for property management and office service providers. Coordinate maintenance, repairs, cleaning, and facility work orders, ensuring issues are addressed promptly.
• Coordinate office purchasing and expenses. Source quotations, arrange purchases, monitor office-related spending, and coordinate invoices and payment follow-ups with Finance and Procurement in line with company processes.
• Maintain office procedures and communications. Keep office information, vendor contacts, and operational records up to date. Communicate workplace updates and coordinate safety and emergency-readiness activities with the relevant teams.
• EA Support — 40%
• Assist the EA as and when required. Provide administrative and logistical support based on priorities delegated by the EA, helping ensure tasks are completed accurately and on time.
• Provide backup support to the SVP when the EA is on leave. Cover calendar management, meeting coordination, travel arrangements, and urgent administrative matters during the EA’s absence. Coordinate handovers to ensure continuity of support.

Requirements

• 5+ years of experience supporting senior executives, with demonstrated experience in office management or workplace operations.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time management skills, with the ability to balance office responsibilities and requests for EA support.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, senior leaders, vendors, and external partners.
• A high level of discretion, attention to detail, and accountability when handling confidential information and following through on responsibilities.
• Experience working in a fast-paced, high-tech company or multinational environment.
• Experience coordinating office vendors, facilities services, and office-related spending.
• A proactive, service-oriented approach, with the ability to anticipate needs and resolve issues resourcefully.
• A growth mindset, curiosity, and willingness to learn new technologies, applications, and ways of working.

Skills

Required

• Organizational skills
• Time management
• Communication
• Interpersonal skills
• Discretion
• Attention to detail
• Accountability
• Proactive
• Service-oriented
• Resourceful
• Growth mindset
• Curiosity

Benefits

• 15 to 21 annual vacation days (based on role level), plus 4 extra global VeeaMe Days for self-care and 24 paid volunteer hours annually through Veeam Cares
• Private medical plan for employees and eligible dependents, including major medical, hospital, surgical, and outpatient coverage
• Dental insurance with comprehensive coverage for employees and dependents
• Annual wellbeing allowance for health and wellness support
• Life and accident insurance for added financial protection
• Opportunities to learn and grow through on-demand libraries (LinkedIn Learning, O’Reilly), mentoring, workshops, and learning events like our annual Global Day of Learning