Corporate Secretary & Administrative Assistant

HARBOURVIEW INVESTMENT PTE. LTD.; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

HARBOURVIEW INVESTMENT PTE. LTD. is seeking a versatile, proactive individual for corporate secretarial and office administration duties in Singapore.

The role emphasizes bilingual Chinese and English communication, organizational discipline, and the ability to handle regulatory deadlines with minimal supervision. You will assist with board resolutions, maintain statutory registers, manage filing systems, handle basic bookkeeping, oversee office upkeep, inventory, vendor liaison, and general

Qualifications

• Prior experience in corporate secretarial or office admin is preferred.
• Fresh graduates with strong learning ability will be considered.
• Professional proficiency in Chinese and English is essential.
• Familiarity with corporate governance concepts is a plus.
• Ability to work independently and meet regulatory deadlines.

Responsibilities

• Assist with board resolutions, maintain statutory registers, and support regulatory compliance.
• Develop and maintain secure filing system for both physical and electronic records; audit readiness.
• Process invoices, bookkeeping tasks, and provide general secretarial support to management.
• Oversee daily office upkeep to maintain a professional environment.
• Monitor inventory and procure supplies to ensure stock levels.
• Act as liaison with external vendors for office logistics.
• Support team with administrative tasks and company matters in Singapore.
• Handle ad-hoc duties as assigned by managers.

Skills

Bilingual Chinese & English

Office administration

Job description

Who we're looking for:

• A versatile and proactive individual with an interest in corporate secretarial work and office administration. Prior relevant experience, preferably within the financial services sector, would be an advantage.
• A candidate who is fully bilingual and comfortable communicating, reading, and writing in both Chinese and English to effectively handle diverse documentation and stakeholder inquiries.
• An organized individual with a strong sense of responsibility who can work independently, manage the office environment, and support tasks involving regulatory or statutory deadlines.
• A detail-oriented person who takes pride in maintaining a tidy, professional, and well-organized workspace.
• A fast learner who is willing to take on a variety of administrative challenges in a fast-paced investment management setting.

What you'll do:

• Corporate Secretarial Duties: Assist with the preparation and filing of board resolutions, maintain statutory registers, and support the company in meeting local regulatory and statutory requirements.
• Filing System Management: Develop and maintain a comprehensive and secure filing system for both physical and electronic records, ensuring all corporate documents are systematically archived for easy retrieval and audit readiness.
• Financial & Admin Support: Manage the processing of corporate invoices, handle simple bookkeeping tasks, and provide general secretarial support to the management team.
• Office Workplace Management: Oversee the daily upkeep of the office premises to ensure a professional and clean environment.
• Inventory & Procurement: Monitor and manage office inventory levels, ensuring that all stationery, pantry supplies, and essential office resources are consistently well-stocked and replenished.
• Vendor & Stakeholder Liaison: Act as the main point of contact for external vendors and service providers, manage service arrangements, and ensure all office logistics are handled smoothly.
• General Coordination: Support the team with various administrative tasks, including managing office correspondence, answering inquiries, and assisting with general company matters in Singapore.

• Ad-hoc Duties: Handle any additional administrative or operational tasks as assigned by the managers to support the overall efficiency of the firm.

Requirements:

• Prior work experience in a Corporate Secretary, Office Manager, or administrative support role is preferred, with a basic understanding of corporate governance and office workflows.
• Fresh graduates with strong learning ability, a positive attitude, and an interest in corporate secretarial and office administration work will also be considered.
• Professional proficiency in Chinese and English is essential for communicating with regional stakeholders and translating or drafting bilingual documents.

• Practical experience in developingorganizational systems or maintaining filing frameworks would be an advantage.