Executive Assistant & Operations Administrator

About the company

The employer is a start-up quantitative trading firm based in Singapore, developing a next-generation platform.

Your tasks

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.

_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.

Requirements

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).
• 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.

Other

EA licence 15C7529 EA Personnel R1985185