HR Assistant - Part Time

Office Secretaries; Singapore; On-site; SGD 25,000 - 39,000; Part time

Job summary

Office Secretaries is seeking a discreet Part-Time HR Assistant to provide high-level administrative support to HR leadership and handle travel, onboarding, offboarding, and daily transactional tasks. You will work on calendar management, document preparation, and vendor coordination, while ensuring data privacy and confidentiality.

The role requires 2+ years in HR administration, strong MS 365 skills, and excellent organization.

Qualifications

• 2+ years in HR administration or HR operations supporting executives.
• Discretion and strict data privacy handling of sensitive information.
• Proficient with Microsoft 365 suite; adaptable with technology.

Responsibilities

• Support HR leadership with administrative tasks and project coordination.
• Handle onboarding/offboarding, travel planning, and visa coordination.
• Prepare reports, invoices, and maintain HR records and calendars.
• Draft communications and support HR system implementations.

Skills

MS 365

HR administration

Communication

Organization

Discretion & confidentiality

Multi-tasking

Education

Degree or diploma in HR or related field

Tools

SAP

Job description

Job Summary

We are seeking a discreet, organized, detail-oriented, and proactive Part-Time HR Assistant to provide high-level administrative support to HR leadership while supporting some of the daily transactional and operational needs of the Human Resources department. This role combines travel, admin and communications support with onboarding and offboarding administration, workflow execution and departmental project support. The successful candidate will help ensure that leadership priorities are well coordinated and certain HR processes run efficiently. Absolute discretion, sound judgment, and strict adherence to data privacy requirements are essential.

Key Responsibilities :

Departmental Support:

• Support HR initiatives, training sessions, employee engagement events, new systems, tools, and process improvements.

• Prepare and process expense reports, track invoices, and coordinate basic departmental purchasing requests.

• Handle PO and invoice data entry into SAP and new vendor set-up requests as required.

• Arrange complex and detailed travel plans, itineraries, agendas and compile documents for travel-related meetings.

• Coordinate and support all aspects of complicated global travel plans including managing visas, flights, hotel bookings and local ground transport.

• Plan, manage and coordinate meetings, both in office and off-site, including hotel and transport arrangements (if needed), and greet and serve visitors in person.

• Book meeting rooms and set up teleconferences and/or videoconferences accordingly.

• Manage administrative duties requiring the use of good judgment and initiative (such as organizing files).

• Arrange signing and recording of third-party agreements.

Calendar & Schedule Management:

• Optimize and support calendar for HR leadership, including scheduling interviews and sending invitations for townhalls, HR Function meetings and other priority meetings.

• Coordinate cross-functional meetings, book rooms, send invitations with clear agendas, and anticipate scheduling conflicts.

Inbox, Communications & Stakeholder Support:

• Monitor central HR inboxes; draft responses to routine correspondence and employee inquiries, escalating complex matters appropriately.

• Serve as a professional point of contact for employees, leaders, candidates, and external vendors.

• Draft standard HR communications and executive correspondence.

• Support implementation of new HR systems, tools or process improvements.

• Post communications and materials on the intranet portal.

Meetings, Documentation & Action Tracking:

• Prepare meeting packets, slide decks, reports, and briefing materials for HR leadership and departmental reviews.

• Maintain Employee Action Tracking system

Onboarding & Offboarding Administration:

• Coordinate reference and/or background checks

• Assemble onboarding materials, schedule orientation sessions, and coordinate equipment delivery with IT.

• Process offboarding documentation and ensure standard exit checklists are completed.

Administrative Support to Executives:

• May serve as a back-up to the Executive Assistant of the CEO as needed

Required Qualifications

Experience: 2+ years of experience in HR administration, HR operations, or a comparable role supporting executive leadership and/or transactional HR processes.

Discretion: Proven ability to handle highly sensitive employee, personal, and company information with utmost integrity, absolute confidentiality and in accordance with data privacy requirements.

Technical Skills:

• Strong proficiency in Microsoft 365, particularly Outlook, Word, Excel, and PowerPoint

• Knowledge of SAP is a plus.

• Generally comfortable with technology.

Communication: Clear, concise, and professional written and verbal communication skills in English.

Organization: Strong planning, prioritization, and follow-through skills, with the ability to manage shifting executive and operational demands in a part-time capacity.

Other Qualities:

• Hardworking, resourceful, fast learner, flexible team player and problem-solver with ability to work under pressure with tight deadlines, anticipate needs and will do what it takes to get the job done.

• Excellent interpersonal skills, able to build relationships and work well with stakeholders from diverse backgrounds and nationalities.

• Exceptional attention to details and strong organizational skills

• Possess a strong ability to work either independently with minimal supervision or with a team in a fast-paced environment.

• Ability at prioritizing tasks and skilled at multi-tasking

• Assertive yet tactful. Not intimidated by executives.

Preferred Qualifications

• Degree or diploma in Human Resources, Business Administration, or a related field.

• Prior experience supporting senior HR leadership in a corporate HR or operations environment is preferred.