Personal Assistant cum Office Administrator

Institute for Human Resource Professional; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A professional training organization in Singapore is seeking a dedicated Executive Assistant. The role involves providing comprehensive administrative support to the CEO, managing office operations, and coordinating events. The ideal candidate has proven experience in similar roles, strong communication skills, and is proficient in Microsoft Office. This position offers a 1-year contract with various benefits, including a performance bonus.

Benefits

Annual wage supplement

Performance bonus

Qualifications

• Proven experience as a personal assistant or equivalent support role.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.

Responsibilities

• Provide administrative support to the CEO and senior leadership.
• Coordinate with internal departments and stakeholders.
• Manage office operations and HR-related events.

Skills

Organizational skills

Communication skills

Time management

Discretion and integrity

Tools

Microsoft Office

Digital collaboration tools

Job description

About the role:

We are currently hiring for a 1-year contract position, with the potential for renewal and the possibility to convert to a permanent position.

In addition to the salary, this position offers various benefits, including:

• Annual wage supplement
• Performance bonus

Location: Lifelong Learning Institute, 11 Eunos Road 8, Singapore 408601

Working hours: 8.30am to 6.00pm (Monday to Thursday), 8.30am to 5.30pm (Friday)

Key Responsibilities

Executive Support

• Provide end-to-end administrative support to the CEO, including calendar management, travel arrangements, meeting coordination, and communication handling.
• Extend support to other senior leadership members on an ad-hoc basis when necessary.
• Coordinate with internal departments and external stakeholders (e.g., partners, vendors, senior executives and their PAs) to schedule meetings and appointments.
• Make reservations for business meals and arrange external meeting venues as required.
• Track and follow up on deadlines, action items and key deliverables to ensure the CEO is well-prepared for all engagements.
• Manage and process business expense claims promptly and accurately.
• Draft agendas, prepare meeting materials, reports, and presentations to a high professional standard.

Office Administration & HR Support

• Oversee general office operations, including pantry and stationery supplies, meeting room bookings, and front-desk/visitor reception.
• Liaise with service providers (e.g., cleaning, maintenance, courier services) to uphold a clean, functional and professional office environment.
• Support procurement processes for office-related purchases, including vendor sourcing and invoice tracking.
• Assist with coordination and logistics for HR-related and company-wide events (e.g., team-building activities, townhalls).
• Act as the office Fire Warden and Workplace Safety & Health (WSH) Coordinator; liaise with the building MCST on office-related matters.

Admin Support – Certification Team

Admin Coordination

• Support scheduling and logistics for certification clinics and workshops by Workplace Transformation Team
• Send reminders and confirmations to candidates and participants

Basic Documentation & Reporting

• Conduct monthly checks of certification applications to ensure submission of required supporting docs
• Generate weekly reports/summaries for internal tracking and reporting

Project & Event Coordination

• Provide administrative and logistical support for key internal events and high-level meetings (e.g., Board Meetings, Annual Kick-Offs, Strategy Sessions, Quarterly Reviews).
• Assist in planning and execution of internal projects and cross-functional initiatives as required.

Other Duties

• Undertake additional responsibilities and assignments delegated by the CEO or senior management to support broader organisational needs.

Requirements

• Proven experience in a personal assistant, executive assistant or equivalent support role to senior leadership.
• Excellent organisational and time management skills with a high level of attention to detail.
• Strong communication and interpersonal skills; comfortable interacting with senior stakeholders and external partners.
• Able to manage multiple tasks and priorities in a fast-paced environment.
• Demonstrated discretion and integrity in handling confidential information.
• Proficient in Microsoft Office and digital collaboration tools.