Senior Admin Executive

X Star Technology is a global AI leader in automotive finance technology, headquartered in Singapore. We operate across Asia Pacific, Latin America, and the Middle East, serving a network of 2,000+ dealers, manufacturers, and financial institutions. Our Agentic AI platform powers end-to-end loan origination through machine learning, big data, and intelligent automation. Join us as we scale intelligent mobility financing worldwide.

Job Summary

The candidate should be capable of independently managing daily office operations,
supporting management, coordinating vendors and stakeholders, supervising administrative
activities, and ensuring that processes are completed accurately, efficiently, and on time.

Job Scope

Budget & Cost Control

• Monitor departmental administrative expenses
• Track budget utilization
• Recommend cost-saving initiatives
• Prepare expense reports and forecasts

Corporate Events & Employee Engagement

• Organize company events, meetings, celebrations, and town halls
• Manage gifts, souvenirs, and corporate merchandise
• Support employee engagement activities

Executive & Management Support

• Assist senior management with administrative matters
• Prepare reports, presentations, and meeting materials
• Coordinate schedules, visitors, and external meetings
• Handle confidential documents professionally

Project Coordination

• Support office improvement and corporate projects
• Track project timelines and deliverables
• Coordinate with internal departments and external vendors
• Follow up on action items and project progress
• Prepare reports and administrative documentation

Team Support

• Guide and mentor junior administrative staff
• Delegate and monitor administrative tasks
• Provide training on administrative procedures

Cross-functional Coordination

• Work closely with HR, Finance, IT, and Operations
• Coordinate with overseas offices where required
• Support regional administrative initiatives
• Handle ad hoc assignments from management

Job Requirements

• Possess minimum 5 years of related Administrative Experience
• Minimum Diploma in Business Administration or any other related fields of study.

Key Competencies

• Strong organization and attention to detail
• Good judgment and problem-solving skills
• Budget monitoring
• Initiative, ownership, and accountability
• Professionalism and discretion
• Ability to work independently and manage multiple priorities.
• Clear written and verbal communication
• Proficiency in Microsoft Office and administrative systems

Leadership Capabilities

• Supervising and guiding junior administrative staff
• Managing competing priorities and deadlines
• Coordinating across departments and external parties
• Identifying process improvements and cost-saving opportunities
• Excellent communication and interpersonal skills
• Project coordination
• Problem-solving and decision-making
• Time management
• Microsoft Office (Excel, Word, PowerPoint, Outlook)