Executive Assistant (Up to $4500/month x 13 months) - Geylang

Your new company

Local energy / Utilities oragnisation looking for an Executive Assistant

Your new role

• Provide administrative support to the Head of Department and HR staff, facilitating efficient day-to-day operations by managing calendars and arranging cross-functional meetings.
• Organise and upload relevant materials to the designated online platform ahead of Board Committee meetings with HR agenda. Assist with meeting preparation, including logistical coordination and support as needed.
• Manage all aspects of overseas travel logistics: book flights and hotels, handle visa requirements, and assist to prepare travel briefs and itineraries.
• Administer routine office functions such as procurement, inventory control, and management of pantry and stationery supplies, ensuring a well-stocked and organised workplace.
• Manage office inventory across multiple categories, track equipment usage, and initiate replenishment cycles to minimise downtime.
• Oversee HR-related procurement of items, including sourcing, vendor engagement, purchase orders, invoice processing, and maintain detailed records of expenses and invoices.
• Process vendor invoices, reimbursement requests, and expense claims with accuracy and timeliness. Maintain meticulous records of all expenses and invoices for financial documentation purposes.
• Organise and maintain an efficient filing system, both physical and digital, for easy retrieval and confidentiality.
• Handle internal and external communications, filtering email and postal correspondence, and directing responses or follow-ups in a timely and professional manner.
• Organise regular meetings for HR Leadership Team (HRLT), including preparing HRLT meeting agendas, and tracking action items
• Facilitate onboarding/ offboarding processes by preparing necessary documentation, coordinating orientation schedules, allocating resources, updating HRIS on personal information and employment information, and ensuring return of assets from exiting staff.
• Prepare and handle confidential and sensitive documents.
• Compile and consolidate key departmental activities for inclusion in the Monthly CHRO Report for management reporting.
• Any other responsibilities as assigned.

• Collaborate with the HRLT (Human Resource Leadership Team) to deliver seamless logistical support for team-building events, workshops, and/ or departmental engagements.
• Coordinate with internal and external vendors to negotiate terms, secure services/products, and ensure timely delivery of event requirements.
• Oversee production of event materials such as calendar invites, agendas, presentation decks, etc.
• Manage catering operations, including menu planning, dietary accommodations, and quality control to ensure positive experiences.
• Book venues and manage technical setup (e.g., audio-visual systems, digital tools, hybrid conferencing tools) to ensure smooth execution of events with minimal disruption.
• Any other responsibilities as assigned.

• Diploma in Business Administration or equivalent.
• Minimum 3-4 years in a fast-paced administrative or executive support role.
• Proficiency in excel, preferably in SAP system
• Team player and can-do attitude

What you need to do now

If you’re interested in this role, click ‘apply now’ to forward an up-to-date copy of your CV to priscilla.fong@hays.com.sg for a confidential discussion.

Referrals are welcome.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

Company Registration No: 200609504D