Company Overview
Canopy is a platform that aggregates and reports financial/wealth accounts for high net worth individuals and their wealth managers, providing a single portfolio overview to improve investment and wealth management decisions.
Job Summary
You will manage executive leadership, support HR administration, coordinate office operations, and maintain accurate records to ensure smooth daily business functions at Canopy.
Responsibilities
- Manage the full employee lifecycle including onboarding checklists, probation tracking, confirmation letters, offboarding, and exit clearance to ensure compliance and smooth transitions
- Maintain accurate employee records and personnel files, proactively chasing missing documents to keep files audit-ready
- Administer leave records, public holiday calendars, and update HRIS (HReasily) to ensure accurate attendance tracking
- Coordinate work pass applications and renewals (EP, S Pass) with MOM to maintain legal workforce compliance
- Support payroll preparation by collating inputs and coordinating with outsourced payroll provider and finance for timely salary processing
- Draft employment letters (offer, confirmation, increment, termination) using templates to maintain consistent communication
- Maintain and update employee handbook and HR policies to reflect current practices
- Coordinate medical insurance enrolment and claims to support employee benefits administration
- Process and track invoices, receipts, and expense reimbursements for Chief of Staff, CEO, and CTO, ensuring timely submission and accurate records
- Liaise with finance team to ensure reimbursement processing and flag overdue or irregular expenses for follow-up
- Manage and coordinate leadership calendars, scheduling meetings, calls, and interviews to optimize time management
- Prepare meeting agendas, briefs, and follow-up action lists to support effective leadership communication
- Coordinate travel logistics and itineraries to ensure smooth business travel arrangements
- Manage guest visits and client meeting logistics including room bookings, AV setup, and refreshments to facilitate professional engagements
- Respond to ad-hoc requests from leadership, ensuring tasks are completed efficiently and reliably
- Liaise with building management, IT vendors, and insurance providers to maintain office operations and vendor relationships
- Track and renew subscriptions, licenses, and contracts to ensure uninterrupted services
- Coordinate office supplies, equipment, and IT asset tracking to support workplace functionality
- Handle incoming mail and courier arrangements to maintain smooth office communications
- Organize and maintain Google Drive and Notion files to ensure easy access and up-to-date documentation
- Draft and format letters, memos, and internal communications to support clear information flow
- Maintain consistent and findable filing systems across HR, finance, and operations including contracts, vendor agreements, and NDAs
Preferred competencies and qualifications
- 1-3 years experience in HR administration, office administration, or executive assistant roles
- Detail-oriented with the ability to identify and resolve overlooked issues
- Proactive in taking initiative to complete necessary next steps without prompting
- Comfortable using Google Workspace, Notion and learning new software tools
- Reliable and consistent in attendance, follow-through, and closing tasks
- Fluent in English conversational Mandarin to facilitate daily communication with CEO and team members
