Executive Assistant & HR Executive, APAC

Hillebrand Gori - A company of DHL; Singapore; On-site; SGD 55,000 - 85,000; Full time

Job summary

Hillebrand Gori - a company of DHL Global Forwarding in Singapore is seeking an aspiring HR-focused professional to support the APAC CEO and Management Team. The role offers exposure to employee engagement, talent development, learning and development, communications, events, and HR projects.

You will manage complex calendars, coordinate travel, prepare management meetings, plan leadership events, and reinforce internal policies with confidentiality.

Qualifications

• Experience supporting senior executives is preferred.
• Experience handling confidential information.
• Strong English written and verbal communication.
• Experience in multinational or matrix organizations is preferred.
• Ability to coordinate across time zones in APAC.

Responsibilities

• Manage executive calendars and scheduling across APAC.
• Plan and coordinate domestic and international travel.
• Prepare agendas and materials for leadership meetings.
• Coordinate leadership events and town halls.
• Provide HR process support related to Talent, L&D, and policy communication.

Skills

Executive support

Calendar management

Travel coordination

Event planning

Stakeholder management

Discretion & confidentiality

Communication skills

Multitasking

Education

Bachelor's degree or equivalent

Job description

About Hillebrand Gori - a Company Of DHL Global Forwarding

Hillebrand Gori is the Beer, Wine, and Spirit (BWS) Powerhouse within the freight forwarding division of Deutsche Post DHL. Hillebrand was founded as a family business in 1844 and was acquired by Deutsche Post DHL in March 2022.

Are you passionate about shipping, beverages, innovation, and customer service? Would you strive daily to offer technological and innovative solutions to support our customers' products throughout their journey, guiding them to their destination? Then Hillebrand Gori, a company of DHL is the place for you.

Hillebrand Gori people love what they do. Our people are passionate about logistics and the commodities we ship. We understand how much the logistics process matters to our customers, so they work with them as partners.

For more information, visit: https://www.hillebrandgori.com

About The Role

This is an exciting opportunity for an aspiring professional to contribute to HR initiatives across Asia Pacific while partnering closely with senior leaders. You will gain hands‑on experience across employee engagement, talent management, learning and development, communications, events, and HR projects while supporting the APAC Management Team on key business activities.

The role offers exceptional visibility across the region and provides a strong foundation for future growth into a HR Business Partner.

Job Purpose

Act as a trusted partner to CEO Asia Pacific and APAC Management team by managing complex calendars, coordinating travel, preparing management meetings, organizing events and training, tracking actions and deliverables, and supporting cross-functional projects while maintaining the highest levels of professionalism and confidentiality.

Deliver practical HR solutions across the employee lifecycle, with a strong focus on employee engagement, experience, and workplace culture. Partner with managers and employees to implement consistent HR processes, ensure compliance, and support the APAC HR agenda in line with business needs.

Key Responsibilities

Executive Calendar & Time Management

• Proactively manage complex and dynamic calendars
• Prioritize meeting requests, resolve scheduling conflicts, and optimize executive time.
• Coordinate internal and external meetings across multiple time zones.
• Ensure leaders are adequately prepared for scheduled engagements.

Travel Management

• Plan and coordinate domestic and international travel arrangements.
• Manage flights, hotels, transportation, visas, and travel documentation.
• Prepare detailed travel itineraries and briefing materials.
• Handle travel-related expenses and reimbursement processes.

Meeting Preparation & Coordination

• Organize leadership meetings, business reviews, town halls, customer meetings, and management committees.
• Prepare agendas, presentations, briefing packs, and supporting documentation.
• Record key decisions, actions, and follow-up items where required.
• Coordinate logistics and stakeholder communications before and after meetings.

Events & Leadership Engagements

• Plan and coordinate management events, leadership conferences, off-sites, team meetings, and training events.
• Manage venue selection, suppliers, catering, logistics, attendance tracking, and budgets.
• Ensure a professional and seamless experience for participants.

HR Support

• Provide guidance to Business Managers and employees for implementation of HR policies and activities
• Undertake a broad range of HR work spanning across employee lifecycle
• Coordinate and administer HR processes and policies such as Talent Management & Sourcing, L&D, C&B, Performance Management, etc
• Drive initiatives that strengthen employee experience and workplace culture
• Focus on delivery of service to set standards and targets, schedules for all HR processes and policies
• Analyze HR activities to identify issues and areas for process improvements
• Enhance awareness and compliance with company policies/ and procedures and legal requirements/ regulations

Qualifications & Experience

• Bachelor's degree or equivalent professional qualification preferred.
• Experience supporting senior executives would be advantageous
• Experience across all key aspects of HR processes including Talent, C&B, Employee Relations
• Experience managing complex calendars and international travel arrangements.
• Experience coordinating executive meetings, leadership events, and cross-functional projects.
• Experience handling confidential and sensitive business information.
• Experience in multinational and matrix organizations preferred.

Success Profile

The successful candidate will demonstrate:

• Exceptional verbal and written communication skills in English are essential.
• Exceptional organizational and planning abilities.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities simultaneously.
• High level of discretion, professionalism, and confidentiality.
• Strong interpersonal skills.
• Ability to influence and coordinate stakeholders without direct authority.
• Proactive mindset with the ability to anticipate executive needs.
• Flexibility and resilience in a fast-paced environment.