Executive Administrative & Office Manager

The Team You’ll Work With

You’ll be joining the Carta Singapore team as an Administrative Operations Associate and play an integral role in the daily operations of our business. In this role, you will work closely with the Country Director on a number of various projects. You will also organize and coordinate office administration and procedures, in order to ensure organizational effectiveness. You will have the opportunity to learn a lot very quickly and have ample opportunity to grow professionally and try new things.

The Problems You’ll Solve

You will provide comprehensive administrative support to the regional MD and identify opportunities for process and office management improvements. You will work with the larger People Team; specifically People Operations, Recruiting, Workplace Services and Onboarding teams to create and deliver a consistent Carta experience for all customers, candidates and new hires globally.

Office & IT Management:

• Work in partnership with Carta’s Global Workplaces team, and oversee office operations, including managing vendors, coordinating facilities maintenance, and ensuring compliance with health and safety regulations.
• Maintain a welcoming and efficient office environment, ensuring supplies and equipment are stocked and in good working order.
• Assist with event planning and coordination for team meetings, conferences, and special events.
• Serve as the primary point of contact for IT-related issues in the Singapore office, while partnering with the Global People Operations and IT Team. This includes troubleshooting hardware and software problems, liaising with IT service providers, and managing inventory of IT equipment.

Executive Support:

• Understand how Carta operates and provide high-level administrative support to the regional MD, including managing calendars, scheduling appointments, and coordinating travel arrangements.
• Act as a liaison between the MD and various stakeholders, handle inquiries and requests with professionalism and confidentiality.
• Assist in the preparation and facilitation of leadership meetings, including creating agendas, documenting minutes, and tracking action items.
• Streamline communication and information flow across teams and departments in Singapore and across Carta’s various locations

About You

• You are a team player, exhibit strong attention to detail and possess the ability to multi-task and be efficient in a fast-paced, often demanding work environment
• You demonstrate accuracy, follow-through, productivity to work with many different personalities while under pressure
• 1+ years of experience in a fast-paced environment
• You like the idea of developing a versatile skill set that is transferable across many industries
• You are resourceful - might not have all the answers, but you know how to find them.
• You feel completely comfortable navigating technology/your computer
• You like accomplishing things as part of a team
• Experience with Microsoft Word and Outlook is essential
• Google Suite, MS Suite experience is preferred