BOTTEGA VENETA Administrative Executive

We are currently seeking an Administrative Executive who will provide support to the General Manager as well as oversee all office-related administrative tasks.

How you will contribute:
 

1. Executive Support to General Manager, SEAO

• Manage and coordinate the General Manager’s calendar, including meetings, appointments and scheduling across multiple stakeholders.

• Coordinate and arrange domestic and international business travel, including flights, accommodation, transportation and itineraries.

• Prepare and support the compilation of business reports, presentations and other materials as required.

• Provide general administrative support to the General Manager and assist with ad-hoc assignments.

2. Office & Vendor Management

• Serve as the main point of contact for office-related vendors and service providers.

• Process and track vendor invoices received via email and other channels, ensuring timely submission and payment.

• Liaise with vendors on payment timelines and resolve billing or service-related queries.

• Coordinate office maintenance and servicing requirements, including air-conditioning, cleaning, pest control, fire safety equipment and office equipment.

3. Office Facilities & Equipment

• Oversee the maintenance and servicing of office equipment, including copiers, shredders, water filters and other facilities.

• Coordinate the replacement and maintenance of office infrastructure and equipment when required.

• Ensure office and pantry facilities are well maintained and adequately stocked.

• Coordinate annual office cleaning and other scheduled maintenance activities.

4. Security & Access Management

• Manage office security systems, including alarm access rights, access codes, access cards and keys.

• Maintain accurate records of access cards and keys issued to employees and contractors.

• Liaise with security system vendors on access issues, system faults and maintenance.

• Coordinate access requirements for new joiners, leavers and contractors.

5. Corporate Mobile Phone Management

• Manage corporate mobile phone accounts, including monthly invoice checking, billing queries and submission through Esker.

• Liaise with Singtel on billing discrepancies, service issues and contract renewals.

• Review employee call and data usage and recommend appropriate mobile plans.

• Maintain accurate records of corporate mobile phone assets.

• Coordinate repairs, replacements and servicing of mobile devices.

• Manage the assessment and disposal/sale of returned or obsolete company handsets.

6. Stationery, Pantry & Office Supplies

• Manage the procurement and inventory of stationery, printer cartridges, pantry supplies and other office necessities.

• Monitor stock levels and ensure essential supplies are adequately maintained.

• Track stationery and pantry expenditure to ensure spending remains within budget.

• Coordinate the purchase of company letterheads, envelopes and official stamps.

7. Mail, Courier & Administrative Services

• Collect and distribute incoming letters, magazines and other mail from the building mailbox.

• Sort correspondence between Bottega Veneta and other Kering entities and ensure timely distribution.

• Arrange local and international courier services as required.

• Manage other office-related administrative services and requirements.

8. Workplace Safety & Compliance

• Act as the designated Fire Warden and coordinate regular fire drills.

• Coordinate annual fire extinguisher inspections/replacements and ensure relevant documentation is maintained.

• Set up and manage CorpPass access for designated employees to access government portals.

• Ensure office facilities and processes comply with relevant safety and operational requirements.

9. Asset & New Joiner Support

• Coordinate asset configuration and allocation for new employees and contractors.

• Maintain accurate records of office and corporate assets.

• Coordinate the issuance, collection, replacement and disposal of company equipment.

10. Other Responsibilities

• Undertake other ad-hoc administrative, office management and operational assignments as required.

Who you are:

• Proactive, self-starter, resourceful and able to work independently.

• Meticulous and organized.

• Able to work in a fast-paced environment, multitask and meet tight deadlines

• Minimum 3 years relevant experience in office administration

Why work with us?

This is a fabulous opportunity to join the Kering adventure and to actively contribute to the development of the business by becoming part of a global Luxury Group that offers endless possibility to learn and grow. Talent development is a managerial principle at Kering and we are committed to fostering internal mobility. Our common vision promotes leadership skills and helps every employee to reach their full potential in a stimulating and fulfilling workplace environment.

Kering is committed to building a diverse workforce. We believe diversity in all its forms - gender, age, nationality, culture, religious beliefs and sexual orientation - enriches the workplace. It opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to adapt to changing world. As an Equal Opportunity Employer we welcome and consider applications form all  qualified candidates, regardless of their background.