Administrative Executive

Role Overview

We are seeking a meticulous and well-organized Administrative Executive who will be responsible for handling administrative processes, coordinating documentation, providing operational support, and ensuring smooth workflow within the export and commercial departments. The ideal candidate will be detail-oriented, highly organized, efficient, and possess strong communication skills to maintain effective relationships with both internal teams and external contacts. The role also carries personal assistant responsibilities to the Head of Commercial and CEO.

Administrative Support & Documentation

• Serve as an administrative point of contact for export operations, managing correspondence related to documentation, records, and general inquiries.

• Maintain accurate filing systems and databases for export documentation and customer information.

• Handle routine communication professionally and escalate complex matters when necessary.

• Support administrative processes for new and existing export accounts.

Process Coordination & Management

• Process export documentation accurately, ensuring timely system entry and proper record-keeping.

• Monitor administrative workflows and suggest improvements for greater efficiency.

• Maintain organized schedules, calendars, and appointment systems for the export and commercial teams.

Supply Chain & Commercial Documentation Support

• Assist in the preparation, coordination, and filing of supply chain documents, including purchase orders, delivery orders, invoices, and related logistics paperwork.

• Support the commercial team in preparing and managing commercial documents such as contracts, quotations, sales agreements, and term sheets.

• Liaise with internal departments (supply chain, R&D, purchasing, QA, and production teams) to facilitate information flow and ensure documentation accuracy.

• Assist in tracking supply chain timelines and flagging discrepancies or delays to the relevant teams.

Compliance Support

• Assist in preparing and organizing documentation for international shipments, ensuring all paperwork meets compliance requirements.

• Support the team in maintaining records that adhere to customer codes of conduct and company policies.

Personal Assistant Duties — Head of Commercial & CEO

• Provide dedicated PA support to the Head of Commercial and CEO, managing their schedules, appointments, and travel arrangements.

• Coordinate and prepare materials for meetings, including agendas, minutes, and follow-up action items.

• Handle confidential correspondence and communications on behalf of the Head of Commercial and CEO with discretion and professionalism.

• Assist in managing priorities and deadlines, proactively flagging time-sensitive matters requiring executive attention.

• Coordinate internal and external engagements, including business meetings, events, and stakeholder communications as directed.

Operational Support

• Assist in the preparation and coordination of materials for business development activities, exhibitions, and promotional events.

• Provide administrative support for company representation at international trade shows as directed.

• Help compile information for market research and maintain organized records of market data.

Reporting and Administrative Tracking

• Prepare and format regular administrative reports as required by management.

• Maintain tracking systems for departmental KPIs and documentation metrics.

• Perform ad-hoc administrative tasks as assigned by management.

Requirements & Skills

• Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.

• Minimum 3 years of experience in administrative or PA roles.

• Basic understanding of export and supply chain documentation and administrative processes.

• Excellent organizational skills with strong attention to detail.

• Ability to prioritize tasks effectively and manage multiple stakeholders in a fast-paced environment.

• Strong communication skills with the ability to interact professionally with senior leadership, colleagues, and external contacts.

• High level of discretion and confidentiality when handling executive matters.

• Proficient in Microsoft Office suite, particularly Excel, Word, and Powerpoint.

About The Golden Duck

The Golden Duck (TGD) is a manufacturer and distributor of gourmet snacks. Founded and headquartered in Singapore, TGD is one of the companies responsible for the now globally-raved-about Salted Egg Yolk flavor.

Since inception, TGD's innovative snack creations have been enjoyed by millions of taste buds from over 20 countries and featured on countless media houses worldwide – including Forbes, Business Times, Channel News Asia, Saveur, South China Morning Post, and others.

TGD has since expanded our flavor range to cater to a deluge of cravings. We feature some of the most dish-accurate and inspired Asian gourmet snacks, including Singapore Chilli Crab, Sichuan Mala, and Bangkok Tom Yum Goong.

Brand Mission: To share great snacks that connect people.

*Job Descriptions may change from time to time depending on business requirements and environment changes. The management decision will be final.