Manage the full employee lifecycle: onboarding checklists, probation tracking, confirmation letters, offboarding and
exit clearance
Maintain employee records and P-files — chase missing documents, keep everything audit-ready
Administer leave records, public holiday calendars, and HReasily (HRIS)
Coordinate work pass applications and renewals (EP, S Pass) with MOM
Support payroll preparation — collate inputs and coordinate with outsourced payroll provider and finance
Draft employment letters (offer, confirmation, increment, termination) from templates
Maintain employee handbook and HR policies — keep them current, not write them from scratch
Coordinate medical insurance enrolment and claims
- Expense & Invoice Management
Process and track invoices, receipts, and expense reimbursements for Chief of Staff, CEO, and CTO
Chase missing receipts and ensure timely submission each month
Coordinate with finance team on reimbursement processingMaintain organised records of all claims and supporting documents
Flag overdue or irregular expenses
- Executive Assistant Support
Manage and coordinate calendars for leadership
Schedule internal and external meetings, calls, and interviews
Prepare meeting agendas, briefs, and follow-up action lists
Coordinate travel logistics and itineraries
Manage guest visits and client meeting logistics (room bookings, AV setup, refreshments)
Handle ad-hoc requests from leadership — be the person who makes sure things get done
- Office & Vendor Coordination
Liaise with building management, IT vendors, insurance providers
Track and renew subscriptions, licenses, and contracts
Coordinate office supplies, equipment, and IT asset tracking
Handle incoming mail and courier arrangements
- Document & File Management
Keep Google Drive and Notion organised and up to date
Draft and format letters, memos, and internal communications
Ensure filing systems are consistent and findable across HR, finance, and operations
Maintain contract filing (employment, vendor, NDA)
Requirements
Must-Have
1-3 years experience in HR admin, office admin, or EA roles
Familiar with basic HR operations: onboarding, leave management, employee records, work passes
Detail-oriented — you catch the thing everyone else misses
Proactive — you do the obvious next step without being asked
Comfortable with Google Workspace, basic spreadsheets, and learning new tools
Reliable and consistent — you show up, follow through, and close loops
Fluent English; conversational Mandarin required (daily working language with CEO and half the team)
Singapore-based, able to come to office 2-3 days/week
Nice-to-Have
Experience with Singapore employment regulations (Employment Act, CPF, MOM work passes)Experience handling invoices, receipts, or basic bookkeeping
Familiarity with HRIS platforms (HReasily, Talenox, BambooHR, or similar)
Familiarity with Notion and Slack
Interest in fintech or wealth management
Comfortable using AI tools (ChatGPT, Claude, etc.) for drafting and organising
Personality Fit
You like order. Messy folders bother you.
You remember the small things — birthdays, preferences, follow-ups
You'd rather finish 10 tasks properly than start 20
You don't need to be managed closely once you understand the system
You're comfortable switching between HR paperwork, expense chasing, and calendar coordination in the same
morning
