Executive Secretary[Financial company/Chinatown/office management, HR administration, or execut[...]

Linkedcorp HR Consultancy; Outram; On-site; CAD 60,000 - 80,000; Full time

Job summary

A consultancy firm in Nova Scotia is seeking a candidate to oversee office administration and HR functions. The role involves managing payroll, leading recruitment processes, and ensuring compliance with employment laws. The ideal candidate has a diploma in Business Administration or HR, along with at least 5 years of relevant experience. The company offers a dynamic work environment with opportunities for professional development.

Qualifications

• Minimum of 5 years of experience in office management or HR roles.
• Strong understanding of Singapore employment laws.
• Proficient in MS Office applications and HRIS systems.

Responsibilities

• Oversee office administration for efficient operations.
• Manage HR functions including payroll and leave management.
• Lead recruitment processes from posting to onboarding.

Skills

Office Management

HR Administration

Organisational Skills

MS Office

Attention to Detail

Education

Diploma/Degree in Business Administration or HR

Tools

HRIS Systems

Job description

Roles & Responsibilities

Key Responsibilities

• Oversee day-to-day office administration to ensure smooth and efficient operations.
• Manage HR functions, including payroll, leave management, and attendance records.
• Lead end-to-end recruitment processes: job postings, candidate screening, interview coordination, and onboarding.
• Maintain accurate employee records in line with local regulations and company policies.
• Organise employee engagement initiatives, training programmes, and performance review cycles.
• Liaise with external vendors, service providers, and government agencies on HR and office-related matters.
• Ensure compliance with Singapore employment laws and HR regulations.
• Oversee procurement of office supplies and facilities while maintaining cost efficiency.
• Manage the CEO’s calendar by scheduling meetings, appointments, and conference calls.
• Coordinate and arrange international and domestic travel, including flights, accommodations, and itineraries.
• Handle visa applications, renewals, and related documentation for the CEO’s business travel.
• Prepare reports, presentations, and meeting materials as required by the CEO.
• Screen and prioritise calls, emails, and correspondence, responding on behalf of the CEO when necessary.

Requirements

• Diploma/Degree in Business Administration, Human Resources, or a related discipline.
• At least 5 years of experience in office management, HR administration, or executive secretarial roles.
• Solid understanding of Singapore employment laws and payroll practices.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and familiar with HRIS systems.
• Strong organisational skills with the ability to multitask and a keen eye for detail.