Personal Assistant / Human Resource Senior Executive (9-month contract)

NTUC LearningHub Pte Ltd.; Singapore; On-site; SGD 67,000 - 100,000; Full time

Job summary

NTUC LearningHub Pte Ltd. in Singapore seeks an experienced Executive Assistant to the CEO. You will manage the CEO's calendar, coordinate high-level meetings, and proactively resolve conflicts to keep agendas on track.

Prepare daily schedules and briefing materials, anticipate needs, and support autonomous decision-making for routine administrative tasks. You will organize board meetings, track actions, and liaise with senior leaders.

Responsibilities

• Coordinate the CEO's calendar and executive appointments, ensuring optimal time allocation.
• Prepare daily schedules and briefing materials to support seamless executive workflows.
• Forecast needs and travel itineraries, delivering proactive operational support.
• Organize internal board meetings and external stakeholder alignments.
• Track action items and follow-ups to ensure accountability of executive decisions.
• Liaise with senior leadership, internal teams, and external partners on behalf of the CEO.
• Handle receipts, invoices, and reimbursement workflows to streamline financial administration.
• Partner with the HRBP to drive talent acquisition for key roles and align people strategies.

Job description

• Calendar Optimization: Coordinate and manage the CEO’s business calendar to ensure optimal time allocation
• Strategic Scheduling: Coordinate high-level meetings, executive appointments, and critical business engagements across multiple stakeholders.
• Conflict Resolution: Proactively mitigate scheduling conflicts, applying sharp judgment to re-prioritise commitments dynamically.
• Executive Readiness: Brief the CEO on upcoming commitments, ensuring comprehensive preparation and providing timely reminders.

Daily Executive Support

• Daily Briefings: Prepare comprehensive daily schedules and briefing materials to facilitate seamless executive workflows.
• Needs Anticipation: Foresee operational requirements well ahead of meetings, events, and travel itineraries.
• Autonomous Decision-Making: Exercise high autonomy in independently managing routine administrative and operational matters.

Meetings & Follow-Up Administration

• Material Preparation: Organise internal board meetings and external stakeholder alignments.
• Action Item Tracking: Monitor executive decisions, corporate commitments, and post-meeting deliverables to ensure accountability.
• Liaison & Communication: Act as a trusted liaison, corresponding with senior leadership, internal teams, and external partners on behalf of the CEO.
• Financial Administration: Systematise receipts, invoices, expense claims, and reimbursement workflows.

Human Resource

• Talent Acquisition: Partner with the Human Resource Business Partner to drive the talent acquisition for key business roles.
• Business Partnering: Partner with the Human Resource Business Partner to engage with business unit to drive and align people strategies with organisation goals.