Role Overview
This role will hand to handle confidential information by serving as a trusted assistant to the CEO (main responsibility) while supporting the Human Resourcesfunction in key administrative areas.
The incumbent must demonstrate exceptional discretion, responsiveness, strong follow-through, and the ability to anticipate needs in a fast-paced and dynamicenvironment. Reporting to the CEO, the successful incumbent must be able to handle multiple workstreams and competing interests concurrently.
Key Responsibilities
Provide comprehensive, proactive, andconfidential administrative and operational support to the CEO:
- Calendar & Schedule Management
Manage complex calendars across internal and external commitments
Coordinate meetings, appointments, and events, ensuring optimal time prioritisation
Anticipate scheduling conflicts and proactively resolve them
- Correspondence & Communication
Act as a gatekeeper, prioritising and managing incoming requests
Liaise with internal stakeholders, external partners, and government agencies where required
- Travel& Logistics Coordination
Arrange travel itineraries, accommodation, and transportManage claims and expense reporting
- Operational & Personal Support
Handle confidential matters with professionalism and discretion
Provide ad hoc support for both corporate and public-facing responsibilities
Anticipate needs and take initiative to ensure smooth day-to-day operations
Human Resources Administration by providing administrativesupport across key HR functions:
- Training Administration
Serve as the Point of Contact (POC) for the organisation's Learning Management System (LMS)
Coordinate training registrations, vendor liaison, billing, and payment processing
- Employee Engagement
Plan and support the organisation of official events coordinate logistics, communications, and vendor management for events including Annual Management Retreat, National Day Observance Ceremony (NDOC), Employee orientation programmes, Festive celebrations and engagement initiatives
- Government Surveys & Reporting
Support completion and submission of government-mandated surveys (e.g. IMDA, MOM, WSG)
- HR Operations Support
Support Reconciliation of payments with Finance colleagues (i.e. Government grants/subsidies disbursements)
- Ad Hoc Duties
Undertake additional administrative or project-based tasks as assigned by the CEO or HR team
Requirements
- Diploma in Business Administration, Human Resources, or related field
- Proven experience in executive support and/or HR administration preferred
- Strong organisational and time management skills, with the ability to multitask effectively
- High level of discretion and professionalism in handling confidential information
- Excellent written and verbal communication skills
- Proactive, resourceful, and able to work independently with minimal supervision
- Strong attention to detail and follow-through
- Comfortable working in a fast-paced and dynamic environment
