Executive Assistant

5 days ago

Singapore MEGAFAB ENGINEERING PTE LTD Full time

**Job Summary**:
We are seeking a highly organised and meticulous individual to join our team as an Executive Assistant - Admin & HR Support. This is a hybrid role ideal for someone who is trustworthy, efficient, and detail-oriented, with strong communication skills in both English and Chinese. You will play a vital supporting role in ensuring smooth day-to-day administrative operations and HR documentation.

**Key Responsibilities**:
**Executive Assistant (PA) Duties**:

- Provide direct administrative support to the Managing Director and HR Manager (e.g., scheduling meetings, calendar management, travel arrangements, and follow-ups).
- Assist with drafting and formatting memos, letters, and other correspondence.
- Handle confidential information with discretion.

**HR Administrative Duties**:

- Assist with onboarding and offboarding processes (e.g., comfortable communicating with new hire (of different nationalities), employment letters, forms, document collection).
- Maintain and update employee records and files securely and accurately.
- Prepare HR-related documents and correspondences.
- Handle sensitive employee information with utmost confidentiality and reliability.

**General Administrative Duties**:

- Maintain well-organised and properly named digital filing systems, following consistent naming conventions.
- Coordinate office supply purchases, service providers, and basic facilities matters.
- Prepare simple template, memo or summaries using Microsoft Word or Excel (basic level).
- Support with internal communications.

Perform other ad hoc administrative or support duties as assigned by management.

**Requirements**:

- **Meticulous and detail-oriented**- accuracy is key in all admin and filing work.
- **Well-organised**and able to multitask in a fast-paced environment.
- **Strong sense of responsibility**and reliability, especially when handling confidential HR matters.
- Proficient in **basic Microsoft Office tools**(Word and Excel - basic functions only).
- **Fast learner**and willing to pick up new administrative procedures or tools.
- Excellent **communication and writing skills in both English and Chinese**.Able to work independently with mínimal supervision.

**Preferred Qualities (Nice to Have)**:

- Prior experience in administration or HR support is an advantage.
- Familiarity with cloud-based filing systems (e.g., Google Drive, OneDrive).
- A positive, can-do attitude and a team-player mindset.

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