Administrative Executive

Company Overview:
Maison de L’Asie is a Singapore-born luxury fragrance house bringing Asian stories to the world through the art of fine perfumery. With an international retail presence and collaborations with renowned perfumers, we have earned recognition from publications including Vogue, Tatler and The Straits Times. The brand was also selected among 26 Asian fragrance houses for presentation at the Musée International de la Parfumerie in Grasse, France.

Beyond our signature perfumes, our business includes fragrance development and GMP-certified manufacturing in Singapore. As we grow, we are looking for a meticulous, proactive Administrative Executive to support our daily operations and work closely with our team across production, commercial activities and international partnerships.

About the Role:
We're on the hunt for a talented and detail-oriented Administrative Executive to join our vibrant team. This key role involves providing crucial support to both the operations and business development teams.

Key Responsibilities:
As an Admin Executive, you will play a pivotal role in supporting both operations and business development functions. Your responsibilities will include:

Office Operations:
Manage day-to-day office operations, ensuring smooth functioning and efficiency.

Oversee administrative tasks such as office supplies procurement, maintenance, and vendor management.

Coordinate office logistics, including scheduling meetings, handling correspondence, and maintaining expense records.

Assist Operations team with preparation of shipping and logistics documents, liaising with logistics partners to ensure timely shipment of products and/or clearance of customs

Business Development Support:
Assist the sales and business development team to prepare order forms, invoices as well as maintain sales records across retail partners and direct to customer orders

Collaborate with the business development team to prepare contracts.

Assist BD team to organize events, workshops, and promotional activities to enhance brand visibility

Assist BD team in the application of Grants applications

Coordination and Communication:
Liaise with various departments to facilitate effective communication within the organisation, ensuring information flow and timely updates.

Coordinate travel arrangements, meetings, and appointments for executives.

Data Management and Reporting:
Maintain accurate records, databases, and files across the teams

Prepare regular reports on office operations, expenses, and business development activities.

General Administrative Tasks:
Handle incoming calls, emails, and inquiries.

Support financial processes, including expense tracking and invoice management.

Qualifications and Skills:
To excel in this role, the ideal candidate should possess:
3-5 years of Operations and Administrative experience

, preferably in a similar industry.

A

Diploma or Degree in Accountancy, Business Administration or Project Management

is preferred (or equivalent).

Strong

analytical and problem-solving skills

.

Excellent

communication and interpersonal skills

, with the ability to collaborate effectively with diverse teams.

Pro-active approach to tasks and obtaining new knowledge when required

Flexibility to work European and US hours on days when required.

Willingness to work in a hybrid work arrangement

Proficiency in

Microsoft Office Suite

(Word, Excel, PowerPoint) and familiarity with

warehouse management software

(a plus).

A

detail-oriented

approach and a commitment to accuracy and efficiency.

Reporting Structure:
The Admin Executive will report directly to the

CEO / Founder

of Maison de L’Asie.

Maison de L'Asie is a luxury fragrance house born from Asian inspirations. Fusing the historic art of classic French perfumery with Asian overtures, we tell enchanting stories from a unique perspective.

Maison de L’Asie is an authentic Asian brand that encapsulates the essence of the stories, the memories and the emotions of this diverse and fascinating continent.

Founded in Singapore, we have partnered with fifth-generation perfumers from Grasse, France to create exceptional perfumes that showcase the finest materials sourced from around the globe. Through this synthesis of European perfumery and Asian storytelling, Maison de L’Asie crafts evocative memories translated as olfactory odysseys that are modern, visionary and rare.