ACCELA RECRUITMENT SERVICES PTE. LTD.
Executive Assistant & Operations Administrator
- Compensation
- SGD 4K–SGD 8K / mo
- Location
- Singapore
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Not specified
- Experience
- 3+ years
- Category
- Administration
- Posted
Skills
Must have
- • At least 3 years of experience as an executive assistant, office manager or operations/administrative executive, ideally in a startup or SME.
- • Hands-on experience with Singapore HR administration, including CPF and work passes.
- • Experience working with outsourced corporate secretarial, accounting or payroll providers, and with basic finance processes (invoices, expense claims and reconciliations).
- • Excellent organisation, prioritisation and attention to detail. Anticipates needs and follows through without close supervision.
- • Excellent written and spoken English.
- • Proficient in Google Workspace, and quick to pick up tools such as Xero and HR or expense platforms.
- • High level of discretion with confidential information, including payroll and employee data.
Nice to have
- • Experience in financial services, trading or another regulated business.
- • Experience with Xero or a similar accounting platform.
- EA licence 15C7529 EA Personnel R1985185
Full description
About
The employer is a start-up quantitative trading firm based in Singapore, developing a next-generation platform.
The role
Keep the company running smoothly: support the Founder and COO, run HR and finance administration, and manage our outsourced payroll, accounting and corporate secretarial providers.
What you will do
Executive support
- Manage calendars and email for the Founder and COO: prioritise, resolve conflicts, draft responses and follow up on actions.
- Prepare agendas and briefing materials, take minutes and track actions to completion.
- Plan business travel and organise team events, offsites and partner visits.
HR administration
- Coordinate onboarding and offboarding: contracts, letters, equipment and orientation.
- Maintain leave records, employee records, HR policies and the handbook.
- Coordinate work pass applications and renewals with MOM (EP, S Pass, Dependant's Pass).
- Support recruitment: job postings, interview scheduling and candidate communication.
Payroll, finance and compliance
- Be the day-to-day contact for our outsourced payroll, accounting and corporate secretarial providers.
- Provide accurate payroll inputs and review payroll outputs before approval.
- Make sure CPF, IRAS and ACRA filings are done on time, and keep a compliance calendar of statutory deadlines and renewals.
- Process vendor payments, invoices and expense claims, reconcile spend, and prepare records for the external accountant (including GST inputs) and monthly spend reports.
Contracts, records and vendors
- Keep corporate records, contracts and NDAs in an organised, searchable filing system, and track renewal and expiry dates.
- Manage vendor relationships, obtain quotes, and look after office arrangements and supplies.
Process improvement
- Simplify, standardise or automate repetitive admin tasks, and write SOPs so operations scale as the team grows.
What you will need
- At least 3 years of experience as an executive assistant, office manager or operations/administrative executive, ideally in a startup or SME.
- Hands-on experience with Singapore HR administration, including CPF and work passes.
- Experience working with outsourced corporate secretarial, accounting or payroll providers, and with basic finance processes (invoices, expense claims and reconciliations).