Executive Assistant & HR Operations Executive

The client is seeking a responsible, organized, and highly dependable Executive Assistant & HR Operations Executive to provide direct support to senior management while assisting with day-to-day human resource and administrative matters.

This role requires someone with a strong sense of responsibility, ownership, confidentiality, and follow-through. The successful candidate will support calendar management, meeting arrangements, follow-up activities, documentation, HR coordination, recruitment administration, employee records, and general office support.

Thei deal candidate should be proactive, detail-oriented, mature in communication, and able to work closely with management, employees, candidates, vendors, and external stakeholders.

Key Responsibilities:

Personal Assistant Support

•       Provide direct administrative and coordination upport 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 bean advantage.

•       Experience in HR administration, recruitment coordination, or employee documentation will be preferred.

•       Familiarity with Singapore employment practices will be an added advantage.

Interested candidates may send their CV to MAC (Reg No. R1221300) at [email protected] quoting the job title in the Subject line. We regret that only shortlisted candidates will be notified.