Customer Support Assistant

Job Description:

Job Objectives

The Team Assistant provides high-level administrative, logistical, and operational support to the regional Customer Support team and the Regional Head of Customer Support. Acting as a central pillar for team collaboration, this role ensures operational efficiency, strict adherence to corporate compliance, and seamless daily workflows.

Job Responsibilities

Customer Support Strategic Meeting Coordination & Event Logistics

• End-to-End Organization: Oversee the logistical planning and execution for critical governance forums, including Executive Review Meetings (ERMs), Senior Management Meetings (SMMs), and Weekly Operations meetings.

• Resource & Means Management: Ensure all meeting infrastructure is fully operational, including the advanced setup of meeting rooms, troubleshooting of audio-visual/digital collaboration technology, and coordination of catering and beverage services.

Travel Management & Compliance Optimization

• Itinerary Planning: Manage comprehensive travel arrangements for the Regional Head of Customer Support and Customer Support Directors, including flights, accommodations, and ground transportation.
• Cost & Policy Control: Implement rigorous checks and balances to guarantee all travel plans are cost-effective, optimized for efficiency, and fully compliant with company travel policies.
• Documentation: Prepare and organize all necessary travel documentation, visas, and expense-related materials as well as external and internal executive visits agendas.

Advanced Administrative Support & Data

• Operational Support: Perform essential administrative functions, including maintaining records, filing, data entry, and drafting high-quality reports and presentations for stakeholders.

• Information Management: Serve as a reliable point of contact for internal and external inquiries, ensuring timely and professional communication.

• Data Integrity: Support critical data management efforts by meticulously maintaining, updating, and ensuring the accessibility of key administrative databases (e.g., KYC database, Customer Master files, and Return to Service data).

Corporate Gifting & Compliance Coordination

• Procurement & Delivery: Coordinate the selection, ordering, and timely distribution of corporate gifts for Customer Support Directors.
• Policy Alignment: Ensure all gifting activities strictly adhere to company ethics, compliance regulations, and budgetary guidelines.

Cross-Functional Team Collaboration

• Relationship Management: Partner closely with team members to proactively identify administrative bottlenecks, understand evolving needs, and deliver tailored operational support.

Secondary Responsibilities

• Strategic Calendar Gatekeeping: Proactively audit and defend leadership & team time by filtering meeting requests, minimizing low-value engagements, and ensuring adequate buffer time for deep work.
• Culture & Morale Orchestration: Design and execute team-building initiatives, offsites, and peer-recognition programs to combat burnout within the high-stress customer support environment.
• Workflow Automation Spotting: Continuously audit administrative bottlenecks (e.g., travel approvals, data entry) and recommend digital tools or macros to streamline leadership operations.
• Budget & Expense Pre-Screening: Conduct first-pass reviews and reconciliation of leadership & team travels and operational expenses to catch anomalies prior sign-off.
• Onboarding Facilitation: Serve as the logistical and cultural anchor for new hires within the Customer Support leadership team, coordinating IT provisioning, access rights, and introductory agendas.
• Knowledge Asset Maintenance: Take ownership of keeping internal department process data, organizational charts, and administrative procedures updated.
• Ad-Hoc Crisis Triage: Act as the first point of contact during operational emergencies (e.g., system outages), rapidly routing critical information to the right directors while they focus on resolution.

Job Requirements

• Minimum Diploma in Business Administration or a related field (or equivalent professional experience)
• 3+ years of proven experience supporting senior leadership, managing dynamic calendars, and orchestrating end-to-end logistics for critical Proficiency in Google Workspace, including deep familiarity with digital collaboration tools (e.g., Teams, Zoom...) and troubleshooting meeting room
• Track record of planning itineraries, visas, and enforcing corporate travel and expense policies
• Capable of maintaining complex administrative databases (e.g., salesforce or KYC data) and drafting polished, high-quality reports and slide decks for team or exec review
• Flawless written and verbal communication skills, with the proven ability to liaise professionally with cross-functional global teams and external stakeholders
• Previous administrative or operational experience within a highly regulated, technical, or global sector (such as aerospace, manufacturing, or enterprise tech)
• Working knowledge of corporate compliance protocols, specifically relating to procurement, budget oversight, and corporate gifting ethics

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

Company:
Airbus Singapore Private Limited

Employment Type:
Permanent
-------

Experience Level:
Professional

Job Family:
Administration / Documentation

By submitting your CV or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus.
Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to emsom@airbus.com .

At Airbus, we support you to work, connect and collaborate more easily and flexibly. Wherever possible, we foster flexible working arrangements to stimulate innovative thinking.