Senior Admin Executive

The Senior Admin Executive serves as the central coordination point for the Product Development and Brand Creative teams, ensuring administrative activities, projects, timelines, documentation, and cross-team coordination are well organized and followed through to completion.

Key Responsibilities

Administration & Coordination

• Support the Administrative Manager in budget tracking, expense monitoring, and related documentation.

• Maintain and update Product Development team calendars, timelines, trackers, and templates.

• Coordinate meetings, project timelines, follow-ups, and communication across teams.

• Compile and assist in KPI reporting for the Product Development and Brand Creative teams.

• Support team members in project coordination, document compilation, and other administrative requirements.

• Identify administrative or workflow gaps and recommend improvements to enhance coordination and efficiency.

Event Coordination

• Coordinate event arrangements with internal teams and external vendors.

• Research and compare event venues and present suitable options to the HOD for selection.

• Coordinate venue bookings, transportation of samples and fixtures, manpower, F&B, and other event requirements.

• Follow up with relevant parties to ensure arrangements are completed according to timeline.

Trademark Coordination

• Monitor and maintain updates on trademark matters and keep the HOD informed of progress.

• Follow up with appointed lawyers or trademark agents on documentation, status, and invoices.

• Ensure trademark-related matters are followed through to completion.

Product Importation & Registration

• Research and compile importation and regulatory requirements for new products and communicate the requirements to the relevant teams.

• Enquire and maintain updated import requirements for relevant countries when new products are being developed.

• Compile and coordinate documentation required for product registration across countries, including body care, body fragrance, electronic products, and other applicable product categories.

• Follow up with relevant teams and external parties to ensure required documentation and registrations are completed.

Team Support

• Guide and support the Admin Assistant in day-to-day tasks and work priorities.

• Review and follow up on assigned administrative tasks to ensure timely completion.

Requirements

• 3–5 years of relevant experience in administration, project coordination, or a similar role.

• Strong organizational, coordination, and multitasking skills.

• Detail-oriented with strong follow-through and a sense of accountability.

• Able to coordinate effectively with multiple internal and external stakeholders.

• Good communication and interpersonal skills.

• Proactive and able to identify issues and follow through on solutions.

• Proficient in Microsoft Office and/or other office collaboration tools.

• Tech-savvy and comfortable learning new digital tools; knowledge of automation and AI tools would be an added advantage.