Human Resources Administrative Assistant (12-Months Contract)

Natixis Corporate & Investment Banking; Singapore; On-site; SGD 42,000 - 58,000; Full time

Job summary

Natixis Corporate & Investment Banking in Singapore seeks an experienced HR Administrative Specialist to support onboarding, employee records, benefits, and general HR operations. You will coordinate recruitment processes, maintain accurate HR data, and assist with payroll documentation and travel logistics.

The role requires a diploma or degree with 6–8 years of administrative experience and familiarity with Corppass and HRIS systems.

Qualifications

• Education: diploma or degree in any discipline with 6–8 years’ admin experience.
• Prior HR admin experience is preferred to handle onboarding, records, and payroll docs.
• Corppass administration experience is a plus for government portal access.

Responsibilities

• Coordinate recruitment processes with HR, agencies, and managers.
• Prepare new hire documents, onboarding materials, and reference checks.
• Maintain employee files and HR databases for audits and compliance.
• Assist benefits enrollment queries and related documentation.
• Coordinate travel, training, events, and departmental communications.
• Support payroll documentation and work pass management.

Skills

Administrative experience

Attention to detail

Data entry accuracy

Education

Diploma or degree in any discipline

6-8 years of administrative experience

HR administrative experience preferred

Corppass administration experience preferred

Tools

MS Office Suite

Meeting room booking systems

Event coordination tools

HRIS systems (preferred)

Job description

Natixis Corporate & Investment Banking is a leading global financial institution that provides advisory, investment banking, financing, corporate banking and capital markets services to corporations, financial institutions, financial sponsors and sovereign and supranational organizations worldwide.

Our teams of experts in close to 30 countries advise clients on their strategic development, helping them to grow and transform their businesses, and maximize their positive impact. Natixis CIB is committed to aligning its financing portfolio with a carbon neutrality path by 2050 while helping its clients reduce the environmental impact of their business.

As part of Groupe BPCE, the second largest banking group in France through the Banque Populaire and Caisse d’Epargne retail networks, Natixis CIB benefits from the Group’s financial strength and solid financial ratings (Standard & Poor's: A+, Moody's: A2, Fitch: A+, R&I: A+).

Main Responsibilities:

Recruitment & Onboarding Support:

• Coordinate with HR service team, Recruitment agency, hiring manager and candidates on recruitment processes
• Prepare new hire documentation, employment contracts, and onboarding material and assist with background checks and reference verification
• Maintain recruitment databases and candidate tracking systems
• Support orientation sessions and new employee setup
• Follow-up with employees onboarding procedures and documents

Employee Records & Data Management:

• Maintain accurate employee files and HR databases (physical and digital)
• File documents, contracts, and compliance records systematically
• Support data entry and record keeping for audits and compliance

Benefits Administration Support:

• Assist employees with benefits enrollment queries and documentation
• Coordinate with service providers
• Handle routine benefits-related correspondence

General HR Operations:

• Schedule meeting and meeting materials preparation as required
• Manage HR calendars and coordinate appointments
• Handle general correspondence and communication
• Maintain office supplies and coordinate with external vendors
• Support payroll related documentation and processes
• Support work pass and dependent pass application and renewal
• Coordinate with other departments to support employee relocations (internal/external mobilities) and short-term assignment (STAs)
• Review HR Service team administrative tasks, including org chart updates and announcement emails. Prepare MOM/MAS surveys for review before submissions
• Review and follow-through with HR Service team on all offboarding activities

Administrative Tasks:

• Coordinate training sessions and maintain training records.
• Support employee events and engagement activities and coordinate catering arrangements for training sessions, workshops and events
• Manage event logistics including AV equipment, materials, and setup
• Assist with special projects and ad-hoc assignments and provide general administrative support to HR team members
• Coordinate domestic and international travel arrangements for HR team members
• Process travel expense claims and maintain expense documentation

Required Skills:

Education & Experience:

• Diploma or degree in any discipline
• 6-8 years of administrative experience
• Previous HR administrative experience preferred
• Experience with Corppass administration is preferred

Technical Skills:

• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Knowledge of meeting room booking systems and event coordination tools
• Experience with HRIS systems preferred but not essential
• Strong data entry accuracy and attention to detail
• Proficiency in managing corporate government portals (such as NS Portal, CPF, IRAS, and MOM).