Full Time Personal Assistant cum Office Administrator Jobs, in Institute For Human Resource Professionals Limited - Maukerja

About the role:

We are currently hiring for a 1-year contract position, with the potential for renewal and the possibility to convert to a permanent position.

In addition to the salary, this position offers various benefits, including:

• Annual wage supplement
• Performance bonus

Location: Lifelong Learning Institute, 11 Eunos Road 8, Singapore 408601

Working hours: 8.30am to 6.00pm (Monday to Thursday), 8.30am to 5.30pm (Friday)

Key Responsibilities

Support the CEO’s operating rhythm and strategic initiatives by managing schedules, ensuring timely follow‑ups, preparing executive‑grade materials, and coordinating special projects. This role blends executive support with project coordination, offering exposure to high‑level decision‑making and stakeholder engagement.

Calendar & Scheduling

· Organise and maintain CEO’s calendar, appointments, and meeting logistics.

· Prepare meeting packs (agenda, slides, briefing notes) ahead of time.

Follow‑Ups & Action Tracking

· Capture decisions and action items; track progress using Microsoft Planner/Lists.

· Proactively chase and escalate pending items to ensure closure.

Executive Documentation

· Draft and compile reports, presentations, and briefing materials for CEO engagements.

· Maintain a repository of templates and reference documents.

Project Coordination

· Support planning and execution of CEO‑led projects and strategic initiatives.

· Monitor timelines, risks, and deliverables; prepare status updates for stakeholders.

Event Support

· Assist in organising high‑level corporate events, board sessions, and stakeholder meetings.

Communication & Gatekeeping

· Handle correspondence and information flow with discretion.

· Liaise with internal teams and external stakeholders on behalf of the CEO.

Project & Event Coordination

• Provide administrative and logistical support for key internal events and high-level meetings (e.g., Board Meetings, Annual Kick-Offs, Strategy Sessions, Quarterly Reviews).
• Assist in planning and execution of internal projects and cross-functional initiatives as required.

Other Duties

• Undertake additional responsibilities and assignments delegated by the CEO or senior management to support broader organisational needs.

Requirements

• Proven experience in a personal assistant, executive assistant or equivalent support role to senior leadership.
• Excellent organisational and time management skills with a high level of attention to detail.
• Strong communication and interpersonal skills; comfortable interacting with senior stakeholders and external partners.
• Able to manage multiple tasks and priorities in a fast-paced environment.
• Demonstrated discretion and integrity in handling confidential information.
• Proficient in Microsoft Office and digital collaboration tools.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Professional development

Work Location: In person