Personal Assistant & HR Administrative Assistant

Job Purpose This role will hand to handle confidential information by serving as a trusted assistant to the CEO (main responsibility) while supporting the Human Resources function 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 dynamic environment. Reporting to the CEO, the successful incumbent must be able to handle multiple workstreams and competing interests concurrently. Responsibilities Provide comprehensive, proactive, and confidential 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 transport Manage 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 Meeting & Event Support Prepare meeting agendas, briefing materials, and presentations Take minutes and track action items, ensuring timely follow-through Coordinate logistics for meetings, events, and official engagements Human Resources Administration by providing administrative support 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 Qualifications & Work Experience 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 Skills Proactiveness & Initiative – anticipates needs and takes action without prompting Follow-through – ensures tasks are tracked and completed to closure Adaptability – able to manage shifting priorities and demands Stakeholder Management – builds effective working relationships internally and externally Confidentiality & Integrity – handles sensitive matters with utmost discretion