Personal Assistant & HR Administrative Assistant

Job Purpose

This role will hand to handle confidential information by serving as a trusted assistant to the CEO (main responsibility) while supporting the Human Resources function in key administrative areas. The incumbent must demonstrate exceptional discretion, responsiveness, strong follow-through, and the ability to anticipate needs in a fast-paced and dynamic environment. Reporting to the CEO, the successful incumbent must be able to handle multiple workstreams and competing interests concurrently.

Responsibilities

• Provide comprehensive, proactive, and confidential administrative and operational support to the CEO:
• Calendar & Schedule Management
• Manage complex calendars across internal and external commitments
• Coordinate meetings, appointments, and events, ensuring optimal time prioritisation
• Anticipate scheduling conflicts and proactively resolve them
• Correspondence & Communication
• Act as a gatekeeper, prioritising and managing incoming requests
• Liaise with internal stakeholders, external partners, and government agencies where required
• Travel & Logistics Coordination
• Arrange travel itineraries, accommodation, and transport
• Manage claims and expense reporting
• Operational & Personal Support
• Handle confidential matters with professionalism and discretion
• Provide ad hoc support for both corporate and public-facing responsibilities
• Anticipate needs and take initiative to ensure smooth day-to-day operations
• Meeting & Event Support
• Prepare meeting agendas, briefing materials, and presentations
• Take minutes and track action items, ensuring timely follow-through
• Coordinate logistics for meetings, events, and official engagements
• Human Resources Administration by providing administrative support across key HR functions:
• Training Administration
• Serve as the Point of Contact (POC) for the organisation’s Learning Management System (LMS)
• Coordinate training registrations, vendor liaison, billing, and payment processing
• Employee Engagement
• Plan and support the organisation of official events; coordinate logistics, communications, and vendor management for events including Annual Management Retreat, National Day Observance Ceremony (NDOC), Employee orientation programmes, Festive celebrations and engagement initiatives
• Government Surveys & Reporting
• Support completion and submission of government-mandated surveys (e.g. IMDA, MOM, WSG)
• HR Operations Support
• Support Reconciliation of payments with Finance colleagues (i.e. Government grants/subsidies disbursements)
• Ad Hoc Duties
• Undertake additional administrative or project-based tasks as assigned by the CEO or HR team

Qualifications & Work Experience

• Diploma in Business Administration, Human Resources, or related field
• Proven experience in executive support and/or HR administration preferred
• Strong organisational and time management skills, with the ability to multitask effectively
• High level of discretion and professionalism in handling confidential information
• Excellent written and verbal communication skills
• Proactive, resourceful, and able to work independently with minimal supervision
• Strong attention to detail and follow-through
• Comfortable working in a fast-paced and dynamic environment

Skills

• Proactiveness & Initiative – anticipates needs and takes action without prompting
• Follow-through – ensures tasks are tracked and completed to closure
• Adaptability – able to manage shifting priorities and demands
• Stakeholder Management – builds effective working relationships internally and externally
• Confidentiality & Integrity – handles sensitive matters with utmost discretion