Executive Assistant & Operations Lead

HLB; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

HL Bank Singapore is seeking an experienced Executive Assistant to support the CEO and senior management. You will manage calendars, coordinate travel, and handle communications with internal departments and external partners.

You will prepare board papers and meeting materials, draft correspondence, and ensure efficient daily operations, including events, procurement controls, and structured filing for quick data retrieval.

Responsibilities

• Manage complex executive calendars across internal departments and external partners.
• Coordinate end-to-end travel itineraries, accommodation, and logistics for the CEO, Heads of Department, and senior management.
• Screen and prioritize incoming calls and communications to manage interruptions and ensure prompt redirection to relevant parties.
• Draft, review, and finalize official correspondence, memos, meeting agendas, and meeting minutes.
• Provide urgent operational support to Department Heads on matters requiring executive management attention.
• Monitor usage and control procurement costs for office supplies and equipment to avoid unnecessary expenditure.
• Coordinate daily operations with company drivers, including verifying monthly overtime claims, allowances, and petty cash submissions.
• Plan and execute departmental events, town halls, and internal training sessions.
• Maintain a structured physical and digital filing system to ensure data governance and quick retrieval.
• Review incoming documents, proposals, and requests to ensure compliance with internal workflows prior to HOD/CEO sign-off.
• Perform preliminary checks on documentation, proactively raising inquiries and verifying required supporting details.
• Prepare and format presentation decks, board papers, and meeting materials according to corporate standards.
• Handle routine correspondence independently and conduct research to brief senior executives with relevant background context prior to key meetings.

Job description

HL Bank Singapore is seeking an experienced Executive Assistant to support the CEO and senior management. You will manage calendars, coordinate travel, and handle communications with internal departments and external partners.

You will prepare board papers and meeting materials, draft correspondence, and ensure efficient daily operations, including events, procurement controls, and structured filing for quick data retrieval.