Office Manager and PA to Chairman

Company Overview

EnerGrid is a Singapore-based company operating in infrastructure, power, renewable energy, and transmission platforms, committed to efficient office management and executive support to drive business operations.

Job Summary

The Office Manager and PA to Chairman ensures smooth daily office operations at EnerGrid Singapore and provides direct administrative and coordination support to the Chairman, managing multiple priorities with discretion and professionalism.

Responsibilities

• Manage daily administrative operations to ensure efficient office functioning, including office setup, supplies, facilities, and infrastructure maintenance
• Coordinate with vendors for housekeeping, IT support, utilities, maintenance, and other office services to ensure timely service delivery
• Handle routine office matters such as access control, repairs, printing, filing, and documentation to maintain an organized environment
• Support the Chairman by managing calendar, scheduling meetings and calls, avoiding conflicts, and coordinating with internal and external stakeholders
• Manage routine email, communication, and correspondence for the Chairman as directed, maintaining confidentiality and discretion
• Prepare basic documents, notes, presentations, and reports to support the Chairman’s priorities
• Arrange domestic and international travel for the Chairman and team, including flight bookings, hotel reservations, visas, transport, and local logistics
• Develop structured travel itineraries and liaise with internal teams, vendors, and external stakeholders to ensure smooth travel execution
• Plan and coordinate meetings by scheduling, sending calendar invites, arranging meeting rooms and videoconference links, and managing attendees and logistics
• Support preparation of meeting materials and maintain meeting schedules with follow-up on routine action items
• Maintain organized records of office documents, vendor contracts, registrations, and administrative files for easy retrieval
• Track renewals of office agreements, vendor contracts, and service arrangements to ensure compliance and continuity
• Liaise with corporate secretarial firms, facility vendors, and service providers to support statutory and administrative coordination
• Coordinate routine communication between the Singapore office, India-based teams, and external stakeholders to facilitate smooth operations
• Follow up on administrative requests and pending items to ensure timely resolution
• Act as a reliable coordination point for office and Chairman-related matters, demonstrating a proactive and service-oriented approach

Required competencies and certifications

• Proficiency in MS Office applications including Word, Excel, Outlook, and PowerPoint
• Experience in calendar management, travel coordination, vendor management, and documentation
• 5–10 years of relevant experience in office administration, executive assistant, personal assistant, or office management roles

Preferred competencies and qualifications

• Prior experience supporting senior management or leadership
• Familiarity with corporate office environments and Singapore office administration practices