Executive Assistant

Key responsibilities and accountabilities Office Administration: - Oversee the day-to-day management and smooth operation of the office. - Manage relationships with external service providers, suppliers and vendors. - Coordinate with IT partners and ERP system providers to support employee and business system requirements. - Ensure workplace efficiency and organisation including office upkeep, supplies management, vendor coordination and facilities maintenance. - Liaise with MCST on safety matters, maintenance activities and compliance requirements. - Prepare and maintain meeting minutes and administrative records as required. - Plan, organise and lead company-wide events, employee engagement initiatives, charitable activities and festive celebrations. HR Administration: - Identify and apply for applicable government grants, schemes and support initiatives. - Manage workforce planning, including Employment Pass (EP), S Pass (SP), Work Permit (WP), quota management and annual leave administration. - Lead and coordinate recruitment activities, including sourcing, interviewing and onboarding new employees. - Manage employee onboarding and offboarding processes to ensure a positive employee experience. - Coordinate and administer KPI reviews and performance appraisal processes in collaboration with line managers. - Support compensation and benefits administration. - Ensure compliance with all relevant Ministry of Manpower (MOM), Ministry of Health (MOH) and other statutory requirements. - Serve as the Business Continuity Planning (BCP) lead and coordinate related initiatives. Certification and Training Management: - Lead and manage the company's certification programs, including ISO, BizSafe and BCA requirements. - Coordinate certification audits, documentation and compliance activities. - Develop, monitor and manage staff training programs to ensure competency development and regulatory compliance. - Maintain training records and facilitate continuous learning initiatives across the organisation. Candidate profile: - Strong interpersonal and communication skills with the ability to engage effectively across all levels. - Highly organised, dependable and detail oriented. - Adaptable and comfortable managing a diverse range of responsibilities. - Proactive, resourceful and able to work independently with minimal supervision. - Demonstrates accountability, professionalism and a strong sense of ownership. - A collaborative team player with a genuine passion for supporting people and organisational success. - Proven experience in office administration, human resources or a related business support function. - Strong people management and stakeholder engagement capabilities. - Familiarity with Singapore employment regulations, workforce planning and government support schemes will be advantageous. - Experience managing compliance, certification or audit-related activities is preferred. - Proficient in Microsoft Office applications. - Strong command of English to support effective communication with both local and international stakeholders.