About the role:
We are currently hiring for a 1-year contract position, with the potential for renewal and the possibility to convert to a permanent position.
In addition to the salary, this position offers various benefits, including:
- Annual wage supplement
- Performance bonus
Location: Lifelong Learning Institute, 11 Eunos Road 8, Singapore 408601
Working hours: 8.30am to 6.00pm (Monday to Thursday), 8.30am to 5.30pm (Friday)
Key Responsibilities
Executive Support
- Provide end-to-end administrative support to the CEO, including calendar management, travel arrangements, meeting coordination, and communication handling.
- Extend support to other senior leadership members on an ad-hoc basis when necessary.
- Coordinate with internal departments and external stakeholders (e.g., partners, vendors, senior executives and their PAs) to schedule meetings and appointments.
- Make reservations for business meals and arrange external meeting venues as required.
- Track and follow up on deadlines, action items and key deliverables to ensure the CEO is well-prepared for all engagements.
- Manage and process business expense claims promptly and accurately.
- Draft agendas, prepare meeting materials, reports, and presentations to a high professional standard.
Office Administration & HR Support
- Oversee general office operations, including pantry and stationery supplies, meeting room bookings, and front-desk/visitor reception.
- Liaise with service providers (e.g., cleaning, maintenance, courier services) to uphold a clean, functional and professional office environment.
- Support procurement processes for office-related purchases, including vendor sourcing and invoice tracking.
- Assist with coordination and logistics for HR-related and company-wide events (e.g., team-building activities, townhalls).
- Act as the office Fire Warden and Workplace Safety & Health (WSH) Coordinator liaise with the building MCST on office-related matters.
Admin Support - Certification Team
Admin Coordination
- Support scheduling and logistics for certification clinics and workshops by Workplace Transformation Team
- Send reminders and confirmations to candidates and participants
Basic Documentation & Reporting
- Conduct monthly checks of certification applications to ensure submission of required supporting docs
- Generate weekly reports/summaries for internal tracking and reporting
Project & Event Coordination
- Provide administrative and logistical support for key internal events and high-level meetings (e.g., Board Meetings, Annual Kick-Offs, Strategy Sessions, Quarterly Reviews).
- Assist in planning and execution of internal projects and cross-functional initiatives as required.
Other Duties
- Undertake additional responsibilities and assignments delegated by the CEO or senior management to support broader organisational needs.
Requirements
- Proven experience in a personal assistant, executive assistant or equivalent support role to senior leadership.
- Excellent organisational and time management skills with a high level of attention to detail.
- Strong communication and interpersonal skills comfortable interacting with senior stakeholders and external partners.
- Able to manage multiple tasks and priorities in a fast-paced environment.
- Demonstrated discretion and integrity in handling confidential information.
- Proficient in Microsoft Office and digital collaboration tools.
