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PERSONAL ASSISTANT CUM HR OPERATION
XIN CHENG CONSULTING PTE. LTD.
Singapore
On-site
SGD 20,000 - 60,000
30+ days ago
Marketing & Customer Director
JAC Recruitment Pte Ltd
Singapore
On-site
SGD 120,000 - 160,000
30+ days ago
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SSG HOTELS PTE. LTD.
Singapore
On-site
SGD 60,000 - 80,000
30+ days ago
Personal Assistant
Q COLLECTION PTE. LTD.
Singapore
On-site
SGD 20,000 - 60,000
Full time
30+ days ago
Job summary
A leading office management firm in Singapore seeks an Office Administrator to manage office operations, coordinate travel, and assist C-suite executives. The role demands a proactive individual with strong communication skills and the ability to handle confidential information. Candidates should have 1-2 years of experience, be detail-focused, and possess a solution-oriented mindset. Salary will be commensurate with experience.
Qualifications
- 1-2 years of proven experience in a similar role.
- Experience in managing calendars, travel arrangements, and handling confidential information.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to interact with stakeholders at all levels.
Responsibilities
- Purchase and maintain office stationery and packing materials.
- Manage complex schedules and calendars for Directors.
- Assist with personal and administrative tasks for the UK-based Director.
- Coordinate end-to-end travel arrangements.
- Schedule internal and external meetings, providing hospitality support.
- Handle pass applications and insurance claims.
- Oversee and delegate tasks to the Office Custodian.
- Research and compare options for services and products.
Skills
Proactive and self-starting
Solution-oriented mindset
Resourceful and persistent
Confident communicator
Cost-conscious and value-driven
Organized and detail-focused
Tools
Google Workspace
Job description
JOB RESPONSIBILITIES
Office Administration & Procurement
- Purchase and maintain office stationery and packing materials.
- Acting as the first point of contact for visitors.
Calendar, Travel & Personal Assistance
- Manage complex schedules and calendars for Directors across Singapore and the UK.
- Assist the UK-based Director with Singapore-based personal and administrative tasks.
- Coordinate end-to-end travel arrangements (flights, visas, car pickups, dining bookings, etc.).
- Coordinating with external service providers (Starhub, etc.) for the Chairman, Vice Chairman, and 3 Directors.
- Make phone calls and in-person visits when needed to follow up, expedite, or resolve issues efficiently (e.g., at clinics, embassies, service centers, stores).
- Run errands and manage pickups/drop-offs personally or via reliable services.
Meeting & Event Coordination
- Schedule internal and external meetings, often across time zones as needed.
- Provide hospitality support (serving tea/coffee to guests and executives).
Pass & Immigration Management
- Handle pass applications (PR, DP, LOC, etc.).
- Handle PR and Citizenship applications.
Insurance & Benefits Administration
- Manage insurance submissions, claims, and documentation for the Chairman, Vice Chairman, and 3 Directors.
- Maintain organized records of receipts and approved claims.
Document & File Management
- Safeguard and maintain confidential personal documents for executives and their families.
Team Supervision
- Oversee and delegate tasks to the Office Custodian.
- Supervise and monitor the performance of the Personal Driver servicing the Chairman, Vice Chairman, and 3 Directors.
- Liaise and oversee Director’s helper as needed.
Price Comparison & Cost Efficiency
- Research and compare multiple options for services, products, and vendors.
- Choose economical solutions without compromising quality, and present options with rationale.
- Track spending and highlight opportunities for cost savings.
- Anticipate conflicts and adjust proactively with minimal oversight.
Ad-Hoc Support
- Assist with special projects and assignments as required.
JOB REQUIREMENTS
Qualities
- Proactive and self-starting — takes initiative before being asked
- Solution-oriented mindset — always comes with options, not just problems
- Resourceful and persistent — follows through and gets things done
- Confident communicator — comfortable with calls, follow-ups, and in-person visits
- Cost-conscious and value-driven — always looking for the best deal without sacrificing quality
- Organized, detail-focused, and adaptable under pressure
Experience
- 1-2 years of proven experience in a similar role.
- Experience in managing calendars, travel arrangements, and handling confidential information.
ADDITIONAL REQUIREMENTS
- Ability to run personal errands or manage household/office logistics.
- Willingness to work flexible hours or outside standard office hours (if needed).
- Experience supporting C-suite executives.
- Own transport or willingness to travel out of office (if required).
- Discretion and confidentiality are essential.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to interact with stakeholders at all levels.
- Tech-savvy and fluent in tools like Google Workspace, messaging apps, and spreadsheets
- Salary commensurate with experience
* The salary benchmark is based on the target salaries of market leaders in their relevant sectors. It is intended to serve as a guide to help Premium Members assess open positions and to help in salary negotiations. The salary benchmark is not provided directly by the company, which could be significantly higher or lower.