Manager - Management (Personal Assistant/Secretary)

HL Bank Singapore; Singapore; On-site; SGD 90,000 - 140,000; Full time

Job summary

HL Bank Singapore is seeking an organized executive support professional to manage complex calendars and coordinate travel for the CEO and senior leadership. The role includes handling confidential correspondence, preparing board materials, and coordinating office operations in a fast-paced environment.

You will support departmental heads with urgent operations, control procurement costs, and help plan events while maintaining structured filing systems for data governance and quick retrieval.

Qualifications

• 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.

Responsibilities

• Manage complex executive calendars, coordinating high-level meetings 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.
• 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.

Job description

Define your future at HL Bank Singapore

• Manage complex executive calendars, coordinating high-level meetings 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.

Functional (job responsibilities)

Job Responsibilities

• Manage complex executive calendars, coordinating high-level meetings 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.

Operations & Administration

• Provide urgent operational support to Department Heads on matters requiring executive management attention.
• 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.

Process Management

• 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 (e.g., Monthly Management Committee, Board of Directors meetings, QSBMs) according to corporate standards.
• Handle routine correspondence independently and conduct research to brief senior executives with relevant background context prior to key meetings.

About HL Bank Singapore

HL Bank Singapore is the Singapore branch of Hong Leong Bank, a premier regional financial services leader headquartered in Malaysia with a rich heritage of over 120 years. Listed on Bursa Malaysia and a key member of the extensive Hong Leong Group, we operate a robust network of approximately 250 branches across Malaysia, with a strategic regional presence in Singapore, Hong Kong, Vietnam, Cambodia, and China. As a Full Bank in Singapore, we serve as a vital hub for the Group’s regional ambitions. A cornerstone of this strategy is our sophisticated \"advisory-first\" wealth proposition through HLB Private Bank and HLB Priority. By combining our deep Asian market roots with a landmark strategic alliance with Swiss private bank Lombard Odier, we provide world-class wealth architecture and bespoke solutions for our clients. Beyond our wealth focus, we deliver excellence through four core business pillars: Business & Corporate Banking, Personal Financial Services, Private Wealth Management, and Global Markets. This \"Integrated Approach\" allows our talent to collaborate seamlessly across segments, ensuring we effectively meet the multifaceted needs of high-net-worth individuals, business founders, and corporate enterprises alike. At HL Bank Singapore, our people are central to our success, and as a recognized Human Capital Partner (HCP) by TAFEP, we are committed to progressive workplace practices and your professional development. We seek digitally inclined, customer-centric performers who thrive in a technology-focused environment, where we empower our teams with AI-enhanced tools and next-generation platforms to lead the industry. As part of a large, diversified conglomerate, we offer unrivaled opportunities to explore new grounds and build a challenging career path within a rapidly expanding regional landscape. Join us to be part of a proven value-creation story and shape the future of your own story at HL Bank Singapore.