Executive Secretary | Assistance to Director

THE SUPREME HR ADVISORY PTE. LTD.; Singapore; On-site; SGD 80,000 - 100,000; Full time

Job summary

A leading HR advisory firm in Singapore is looking for a Personal Assistant to the Director. The role involves coordinating schedules, managing office operations, and overseeing company facilities. Candidates should have a Diploma or Degree and at least 3 years of PA experience. Salary is between $4,000 and $5,000 plus benefits. This position typically offers a 5-day work week with standard hours.

Qualifications

• At least 3 years of experience in performing PA duties.
• Experience in office administrative and facilities management.

Responsibilities

• Coordinate the Director’s schedule and meetings.
• Manage complex travel arrangements.
• Oversee front office operations and visitor management.
• Support HR processes like onboarding and engagement activities.
• Ensure compliance with workplace safety and regulations.

Skills

Communication skills

Organizational skills

Time management

Negotiation skills

Education

Diploma or Degree

Job description

• Role: PA to Director
• Salary: $4,000 - $5,000 + AWS + VB
• Working Days: 5 days
• Working Timing: 9AM to 6PM
• MRT nearby are Tanjong Pagar or Shenton Way MRT, Singapore

Requirements:

• Diploma or Degree is required for this role.
• At least 3 years experience in performing PA duties, office administrative, company asset & facilities management. [ All three areas ]

Job Scopes:

Executive & Personal Support: (50%)

1. Act as the primary point of contact for the Director’s schedule, coordinating meetings, calls, and stakeholder communications.
2. Arrange domestic/international travel, including flights, hotels, visas, and detailed itineraries tailored to preferences.
3. Handle personal errands, family/household tasks, and liaise with vendors (e.g., repairs, reservations)
4. Manage complex calendars, schedule appointments, and arrange travel (business & personal).
5. Act as a gatekeeper for communications (email / phone), prioritizing urgency and confidentiality.
6. Run errands, plan events, and handle ad-hoc personal tasks as required.
7. Be available to accompany the Director on trips (domestic / international) when required.

Office Administration: [ 25% ]

1. Manage front office operations, including reception, visitor management, and incoming / outgoing correspondence.
2. Oversee procurement and vendor management, including negotiations of service contracts, office supplies, and corporate subscriptions.
3. Develop, implement, and improve administrative systems, policies, and procedures to ensure organizational efficiency.
4. Support HR processes such as onboarding, employee engagement activities, and coordination of training sessions.
5. Liaise with IT support / vendors to ensure smooth operation of office technology, including hardware, software, and system access.

Company Property and facility management: [ 25% ]

1. Oversee company property and asset management, including office premises, lease agreements, and facilities maintenance.
2. Manage relationships with building management, landlords, and external contractors for utilities, security, cleaning, and repair works.
3. Track and report on company assets (e.g., office equipment, company vehicles, leased properties), ensuring compliance with audit and insurance requirements.
4. Plan and manage office renovation, relocation, or expansion projects, including cost control and contractor coordination.
5. Ensure compliance with workplace safety, security, and environmental regulations related to company premises.
6. Prepare regular administrative and facility management reports for management review (e.g., cost tracking, vendor performance, office utilization).
7. Support budgeting and expense monitoring for company administration and property management functions.
8. Assist in project coordination tasks where cross-department administrative support is required.