Executive Assistant

Job background

At Continental Equipment, operational excellence is driven by efficient processes, effective systems and a collaborative workplace culture. We are seeking a highly organised and proactive Executive Assistant to provide comprehensive administrative, human resources and operational support across the organisation.

The successful candidate will demonstrate exceptional attention to detail, strong interpersonal skills and the ability to manage multiple priorities in a dynamic environment. This role plays a critical part in supporting business operations, maintaining compliance standards, driving employee engagement initiatives and fostering a positive and inclusive work environment.

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 

Personal Attributes

• Strong interpersonal and communication skills with the ability to engage effectively across all levels of the organisation.
• 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.

Skills and Experience

• Proven experience in office administration, human resources or a related business support function.
• Strong people management and stakeholder engagement capabilities.
• Excellent written and verbal communication skills.
• 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.

Why Join Us?

This role offers the opportunity to make a significant impact across multiple business functions, supporting both the operational effectiveness and people-focused initiatives of the organization. The successful candidate will play a key role in shaping a productive, compliant, and engaging workplace environment while contributing directly to the company's continued growth and success.