Personal Assistant to Manager | Legal, Finance & HR Support

• 5 Work Days Per Week
• Current Office Near to Kaki Bukit MRT, Singapore
• Will Relocate to Tai Seng MRT in August 2026
• Medical & Dental Benefits Provided
• Entitled to Yearly Bonus & Performance Bonus

ROLE PURPOSE

• The Executive Secretary provides comprehensive administrative, secretarial, and reception support to the Singapore International Headquarters (IHQ), serving as a key administrative partner to the Legal, Finance, and Human Resources (HR) functions.
• The role is responsible for coordinating legal and corporate documentation, executive administration, front-of-house reception, and general office operations, while supporting regional activities across the APAC entities to ensure efficient day-to-day business operations and a professional workplace environment.

LEGAL & DISCIPLINARY SECRETARIAT SUPPORT (50%)

• Prepare, format, proofread, and file legal documents, contracts, NDAs, board resolutions, and corporate templates in line with group standards.
• Maintain and organize the group's contract register, legal document repository, and corporate secretarial records across all APAC entities.
• Support corporate secretarial matters including board minutes, statutory filings, entity KYC documentation, and coordination with company secretaries in each jurisdiction.
• Track key contract dates, renewal deadlines, and compliance timelines, and flag upcoming actions to Legal Management.
• Liaise with external law firms, notaries, and government agencies (e.g., ACRA, IRAS-related filings where applicable) on administrative matters.
• Assist with trademark, IP, and licensing administration, including maintaining registers and supporting renewal / filing processes.
• Assist with data gathering and document compilation for ongoing corporate matters, including transfer pricing documentation, entity restructuring, and regulatory correspondence, as directed.
• Perform other duties as assigned by Legal Management to support the broader Finance, Legal and HR function of the Singapore IHQ.

ADMINISTRATION (50%)

• Provide day-to-day administrative and secretarial support to the General Manager, APAC Legal Manager and HR Manager, including calendar management, meeting scheduling, and correspondence handling.
• Manage front-desk / reception duties including greeting visitors, clients, and external counsel, and maintaining visitor sign-in and access records.
• Coordinate meeting room bookings, set-up, and hospitality arrangements for internal meetings, board meetings, and external visits.
• Liaise with building management, landlord, and facilities vendors on office maintenance, repairs, security access, and workplace safety matters.
• Assist in organizing internal events, staff engagement activities, and off-site meetings.
• Support ad hoc office matters

REQUIREMENTS

1. Diploma on Business Administration, Paralegal Studies, or a related field.
2. Minimum 2 – 4 years of experience in an executive assistance, legal assistant, paralegal, corporate secretarial, or legal administrative support role, ideally within a multinational or group corporate environment.
3. Prior exposure to corporate secretarial practices and familiarity with ACRA / Singapore company law requirements is an advantage.
4. Strong interpersonal skills, with the ability to liaise professionally with internal stakeholders, external counsel, and government agencies across multiple jurisdictions.