Personal Assistant cum Administrative Executive

1 week ago

Orchard, Singapore Jin Yan Cheng Pte Ltd Full time $40,000 - $60,000 per year
Job Overview

We are a dynamic and fast-growing F&B company managing multiple food brands and outlets across Singapore. We are seeking a highly organized and dependable Personal Assistant cum Admin Executive to support the Director in both daily business operations and administrative matters.

This role requires someone who is bilingual in English and Chinese, and ideally of Chinese nationality or culturally fluent in working with Chinese-speaking partners, as frequent communication with China-based stakeholders and co-investors is part of the job.

Key Responsibilities

  1. Personal Assistant to Director

  2. Manage the Director's calendar, schedule meetings, and handle travel arrangements (especially for China-related visits)

  3. Draft, translate, and respond to emails and documents in both English and Chinese
  4. Attend meetings and take clear, concise minutes
  5. Serve as a communication bridge between the Director, internal teams, and Chinese-speaking partners

  6. Coordinate business-related tasks such as agreement follow-up, investment documentation, and project timelines

  7. Office & Admin Support

  8. Maintain office filing systems (physical and digital)

  9. Handle courier dispatch, mail, and office correspondence
  10. Coordinate office vendors (cleaning, repairs, supplies)

  11. Prepare reports, forms, and support light data entry and formatting tasks

  12. HR & General Coordination

  13. Assist in recruitment by scheduling interviews and shortlisting candidates

  14. Support employee onboarding and offboarding processes (e.g., uniform, access card)
  15. Maintain staff attendance and leave records

  16. Help coordinate company meetings, events, and store opening logistics

  17. Ad Hoc Support

  18. Undertake ad hoc tasks or special assignments as required by the Director or management team

  19. Ensure follow-through and completion of delegated tasks

Requirements
  • Fluency in both English and Chinese (spoken and written) is a must
  • Candidates with a China background or experience working with Chinese companies will be strongly preferred
  • Minimum 1–3 years of relevant experience in administrative or personal assistant roles
  • Proficient in Microsoft Office (Excel, Word, PowerPoint)
  • Strong communication and coordination skills
  • Able to handle sensitive information with discretion
  • Comfortable working in a fast-paced environment and supporting a hands-on business owner
  • Self-motivated, independent, and detail-oriented

Preferred Qualifications
  • Experience in F&B, legal, corporate, or start-up environments
  • Familiarity with company secretarial work, basic HR processes, or vendor management

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