Administrative Assistant PA
Job Summary
This role serves as a trusted assistant to the CEO, managing complex schedules, correspondence, and operational support while handling confidential information. Additionally, the incumbent will support the Human Resources function by managing training administration, employee engagement events, and government reporting. The position requires a high level of discretion, strong organizational skills, and the ability to thrive in a fast-paced environment.
Responsibilities
- Provide executive administrative support to the CEO
- Manage complex calendars and travel logistics
- Administer LMS and training registrations
- Coordinate employee engagement events and initiatives
- Handle government surveys and HR operational reporting
Required Skills
- Diploma in Business Admin or HR
- Executive support/HR experience
- Strong multitasking and organizational skills
- Discretion with confidential info
- Excellent communication skills
Job Details
Key Responsibilities:
CEO Support:
- 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.
- 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.
Human Resources Administration:
- 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.
Requirements:
- 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.