Job Description

[What the role is]

Plaque of Commendation (Gold) – NTUC May Day Awards 2026

Most Positive Workplace Collaboration Award – Singapore International Chamber of Commerce (SICC) Awards 2025

The Straits Times Singapore’s Best Employers for 2024, 2025 & 2026

We are seeking a proactive and detail-oriented individual to provide comprehensive administrative and personal assistant support to the Department of Estates & Development (ED) Senior Management team.

This role plays a key part in ensuring smooth day-to-day operations across the department, supporting meeting coordination, administrative processes, records and contract tracking, and internal communications. The successful candidate will contribute to ED’s operational effectiveness through accurate information management, timely coordination, and professional engagement with stakeholders, while handling sensitive information with discretion.

[What you will be working on]

You will be responsible for the following:

1. Personal Assistant to Director & Support to Senior Management

• Schedule and coordinate meetings, appointments, and engagements for the ED Senior Management Team, including meetings involving the ED Director and other Directors.

• Manage calendars proactively to minimise conflicts and optimise senior management’s time.

• Coordinate meeting logistics, including venues, technology setup, and preparation of materials.

• Act as a professional and reliable point of contact for scheduling‑related communications, maintaining confidentiality and discretion at all times.

• Other duties as assigned by Director.

2. Department Administrative Operations

• Provide end‑to‑end administrative support to the Estates & Development Department, including processing of WOG invoices, issuance of staff circulars, and updating of ED staff movement and leave records.

• Coordinate weekly weekend activities communications and other departmental notices.

• Prepare, maintain, and track tenancy agreements for F&B revenue outlets and staff apartments, including monitoring contract expiry dates and updating administrative records such as the F&B demerit points system.

• Organise and support ED staff events, including venue booking and coordination of refreshments.

• Maintain organised physical and digital filing systems to support information retrieval and audit readiness.

• Handle incoming and outgoing correspondence (emails, letters, phone calls) in a professional and timely manner.

3. Communication and Internal Liaison

• Act as an administrative liaison for internal communications within ED.

• Post notices and updates on SP Vine accurately and within required timelines.

• Coordinate departmental staff engagement activities such as Eco Week, including sending updates and reminders to staff.

4. Office Operations and Resource Management

• Oversee office stationery and supplies, ensuring adequate stock levels at all times.

• Manage pantry supplies and coordinate servicing of hot and cold water dispensers.

• Monitor photocopier usage and manage the photocopier contract, including onboarding of new users.

5. Records, Systems and Compliance Support

• Support departmental compliance and audit readiness by maintaining accurate administrative records.

• Manage and update ED related systems, including the Group Management System (GMS) and iCRM, ensuring data accuracy and timeliness.

• Track key administrative deadlines such as contract expiries and system updates and highlight upcoming actions to the relevant officers.

[What we are looking for]

• Diploma or equivalent qualification

• 4 - 8 years of relevant experience in administrative, personal assistant, or office management roles

• Experience supporting senior management and handling confidential information preferred

• Strong organisational skills with the ability to manage multiple schedules, deadlines, and priorities.

• High attention to detail, particularly in records, contracts, and administrative tracking.

• Clear, professional written and verbal communication skills.

• Ability to build positive working relationships with senior management, staff, and external parties.

• Competent in managing administrative systems and filing repositories (digital and physical).

• Proactive and resourceful in anticipating and resolving administrative issues.

• Maintains professionalism, discretion, and confidentiality in all interactions.

Successful candidate will be offered a 2-year contract in the first instance.

If you are shortlisted for the position(s), you should hear from us within 30 days of the closing date of the advertisement.