Executive Assistant HR Operations

Key Responsibilities: Personal Assistant Support - Provide direct administrative and coordination support to senior management. - Manage calendar scheduling, meeting arrangements, appointments, and reminders. - Coordinate internal and external meetings, including preparing agendas, meeting materials, and follow up notes where required. - Track action items and follow up with internal stakeholders to ensure timely completion. - Assist with travel arrangements, accommodation bookings, transportation, and itinerary planning when required. - Prepare, organize, and maintain business documents, reports, presentations, and correspondence. - Handle confidential information with professionalism and discretion. - Support management in day-to-day administrative matters and ad hoc assignments. - Act as a reliable point of coordination between management, internal teams, customers, partners, and external parties. Human Resource Support - Support recruitment activities, including job posting, candidate screening coordination, interview scheduling, and candidate communication. - Assist with onboarding and offboarding processes for employees. - Maintain employee records, HR documents, leave records, and personnel files. - Support employment contract preparation, HR letters, confirmation letters, and other HR-related documentation. - Assist in tracking probation reviews, performance review timelines, and employee follow-up matters. - Coordinate training arrangements, employee welfare activities, and internal HR communication where required. - Support payroll-related administration by preparing accurate attendance, leave, claims, or relevant employee information for processing. - Assist in maintaining HR policies, procedures, and compliance documentation. - Liaise with external HR, payroll, recruitment, or administrative service providers where required. - Provide general HR administrative support to ensure smooth people operations. Requirements: - Diploma or Bachelor’s Degree in Business Administration, Human Resource Management, Office Administration, or a related discipline. - Minimum 2 to 5 years of relevant experience in personal assistant, executive assistant, HR administration, office administration, or related support roles. - Strong sense of responsibility, ownership and accountability. - Excellent organizational skills with strong attention to detail. - Able to manage schedules, priorities, follow-ups, and deadlines effectively. - Good interpersonal and communication skills. - Able to work professionally with management, employees, candidates, vendors, and external stakeholders. - High level of discretion and confidentiality when handling sensitive business and HR matters. - Proactive, resourceful, and able to anticipate support needs. - Proficient in Microsoft Office tools such as Outlook, Word, Excel, and PowerPoint. - Able to work independently and follow through on assigned tasks with minimal supervision. Preferred Attributes: - Mature, reliable, and trustworthy. - Strong follow-up discipline and execution mindset. - Positive working attitude and willingness to support across multiple areas. - Able to remain calm, structured, and professional in a fast-paced environment. - Good judgment in handling confidential, urgent or sensitive matters. - Experience supporting senior management will be an advantage. - Experience in HR administration, recruitment coordination, or employee documentation will be preferred. - Familiarity with Singapore employment practices will be an added advantage.