Executive Assistant & Operations Administrator

ACCELA RECRUITMENT SERVICES PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

ACCELA RECRUITMENT SERVICES PTE. LTD. is seeking an experienced Executive Assistant/Office Manager to keep the startup running smoothly in Singapore.

You will support the Founder and COO, run HR and finance administration, and manage outsourced payroll, accounting and corporate secretarial providers. Responsibilities include calendar management, onboarding/offboarding, HR policies, work pass renewals, recruitment support, payroll liaison, and vendor management, with a focus on accuracy,

Qualifications

• At least 3 years of experience as an executive assistant, office manager or operations/administrative executive, ideally in a startup or SME.
• Hands-on experience with Singapore HR administration, including CPF and work passes.
• Experience working with outsourced payroll, accounting or secretarial providers, and with basic finance processes (invoices, expense claims and reconciliations).
• Excellent organisation, prioritisation and attention to detail; anticipates needs and follows through without close supervision.
• Excellent written and spoken English.
• Proficient in Google Workspace, and quick to pick up tools such as Xero and HR or expense platforms.
• High level of discretion with confidential information, including payroll and employee data.

Responsibilities

• Manage calendars and email for the Founder and COO: prioritise, resolve conflicts, draft responses and follow up on actions.
• Prepare agendas and briefing materials, take minutes and track actions to completion.
• Plan business travel and organise team events, offsites and partner visits.
• Coordinate onboarding and offboarding: contracts, letters, equipment and orientation.
• Maintain leave records, employee records, HR policies and the handbook.
• Coordinate work pass applications and renewals with MOM (EP, S Pass, Dependant's Pass).
• Support recruitment: job postings, interview scheduling and candidate communication.
• Be the day-to-day contact for outsourced payroll, accounting and corporate secretarial providers.
• Provide accurate payroll inputs and review payroll outputs before approval.
• Make sure CPF, IRAS and ACRA filings are done on time, and keep a compliance calendar of statutory deadlines and renewals.
• Process vendor payments, invoices and expense claims, reconcile spend, and prepare records for the external accountant (including GST inputs) and monthly spend reports.

Job description

About

The employer is a start-up quantitative trading firm based in Singapore, developing a next-generation platform.

The role

Keep the company running smoothly: support the Founder and COO, run HR and finance administration, and manage our outsourced payroll, accounting and corporate secretarial providers.

What you will do

Executive support

• Manage calendars and email for the Founder and COO: prioritise, resolve conflicts, draft responses and follow up on actions.
• Prepare agendas and briefing materials, take minutes and track actions to completion.
• Plan business travel and organise team events, offsites and partner visits.

HR administration

• Coordinate onboarding and offboarding: contracts, letters, equipment and orientation.
• Maintain leave records, employee records, HR policies and the handbook.
• Coordinate work pass applications and renewals with MOM (EP, S Pass, Dependant's Pass).
• Support recruitment: job postings, interview scheduling and candidate communication.

Payroll, finance and compliance

• Be the day-to-day contact for our outsourced payroll, accounting and corporate secretarial providers.
• Provide accurate payroll inputs and review payroll outputs before approval.
• Make sure CPF, IRAS and ACRA filings are done on time, and keep a compliance calendar of statutory deadlines and renewals.
• Process vendor payments, invoices and expense claims, reconcile spend, and prepare records for the external accountant (including GST inputs) and monthly spend reports.

Contracts, records and vendors

• Keep corporate records, contracts and NDAs in an organised, searchable filing system, and track renewal and expiry dates.
• Manage vendor relationships, obtain quotes, and look after office arrangements and supplies.

Process improvement

• Simplify, standardise or automate repetitive admin tasks, and write SOPs so operations scale as the team grows.

What you will need

• At least 3 years of experience as an executive assistant, office manager or operations/administrative executive, ideally in a startup or SME.
• Hands‑on experience with Singapore HR administration, including CPF and work passes.
• Experience working with outsourced corporate secretarial, accounting or payroll providers, and with basic finance processes (invoices, expense claims and reconciliations).
• Excellent organisation, prioritisation and attention to detail. Anticipates needs and follows through without close supervision.
• Excellent written and spoken English.
• Proficient in Google Workspace, and quick to pick up tools such as Xero and HR or expense platforms.
• High level of discretion with confidential information, including payroll and employee data.

Nice to have

• Experience in financial services, trading or another regulated business.
• Experience with Xero or a similar accounting platform.
• EA licence 15C7529
• EA Personnel R1985185