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