Personal Assistant cum Office Administrator

4 days ago

East Region, Singapore Institute of Human Resource Professional Limited Full time $60,000 - $80,000 per year

About the role:

We are currently hiring for a 1-year contract position, with the potential for renewal and the possibility to convert to a permanent position.

In addition to the salary, this position offers various benefits, including:

  • Annual wage supplement
  • Performance bonus

Location: Lifelong Learning Institute, 11 Eunos Road 8, Singapore 408601

Working hours: 8.30am to 6.00pm (Monday to Thursday), 8.30am to 5.30pm (Friday)

Key Responsibilities

Executive Support

  • Provide end-to-end administrative support to the CEO, including calendar management, travel arrangements, meeting coordination, and communication handling.
  • Extend support to other senior leadership members on an ad-hoc basis when necessary.
  • Coordinate with internal departments and external stakeholders (e.g., partners, vendors, senior executives and their PAs) to schedule meetings and appointments.
  • Make reservations for business meals and arrange external meeting venues as required.
  • Track and follow up on deadlines, action items and key deliverables to ensure the CEO is well-prepared for all engagements.
  • Manage and process business expense claims promptly and accurately.
  • Draft agendas, prepare meeting materials, reports, and presentations to a high professional standard.

Office Administration & HR Support

  • Oversee general office operations, including pantry and stationery supplies, meeting room bookings, and front-desk/visitor reception.
  • Liaise with service providers (e.g., cleaning, maintenance, courier services) to uphold a clean, functional and professional office environment.
  • Support procurement processes for office-related purchases, including vendor sourcing and invoice tracking.
  • Assist with coordination and logistics for HR-related and company-wide events (e.g., team-building activities, townhalls).
  • Act as the office Fire Warden and Workplace Safety & Health (WSH) Coordinator; liaise with the building MCST on office-related matters.

Admin Support – Certification Team

Admin Coordination

  • Support scheduling and logistics for certification clinics and workshops by Workplace Transformation Team
  • Send reminders and confirmations to candidates and participants

Basic Documentation & Reporting

  • Conduct monthly checks of certification applications to ensure submission of required supporting docs
  • Generate weekly reports/summaries for internal tracking and reporting

Project & Event Coordination

  • Provide administrative and logistical support for key internal events and high-level meetings (e.g., Board Meetings, Annual Kick-Offs, Strategy Sessions, Quarterly Reviews).
  • Assist in planning and execution of internal projects and cross-functional initiatives as required.

Other Duties

  • Undertake additional responsibilities and assignments delegated by the CEO or senior management to support broader organisational needs.

Requirements

  • Proven experience in a personal assistant, executive assistant or equivalent support role to senior leadership.
  • Excellent organisational and time management skills with a high level of attention to detail.
  • Strong communication and interpersonal skills; comfortable interacting with senior stakeholders and external partners.
  • Able to manage multiple tasks and priorities in a fast-paced environment.
  • Demonstrated discretion and integrity in handling confidential information.
  • Proficient in Microsoft Office and digital collaboration tools.

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