Project & Admin Assistant

Job Purpose

This role will handle confidential information by serving as a trusted assistant to the Director (main responsibility) while supporting the Marketing function in key administrative areas.

The incumbent must demonstrate exceptional discretion, responsiveness, strong follow-through, and the ability to anticipate needs in a fast-paced and dynamic environment. Reporting to the Director, the successful incumbent must be able to handle multiple workstreams and competing interests concurrently.

Responsibilities

• Provide comprehensive, proactive, and confidential administrative and operational support:

  • Calendar & Schedule Management

    • Coordinate meetings, appointments, and events, ensuring optimal time prioritization

  • Correspondence & Communication

    • Act as a gatekeeper, prioritizing and managing incoming requests including Emails
    • Liaise with internal stakeholders and external partners

  • Travel & Logistics Coordination

    • Arrange travel itineraries, accommodation, and transport
    • Manage claims and expense reporting
    • Overseas travelling may be required on ad-hoc basis

  • Operational & Personal Support

    • Handle confidential matters with professionalism and discretion

  • Meeting & Event Support

    • Prepare meeting agendas, materials, and presentations
    • Take minutes and track action items, ensuring timely follow-through

• Human Resources Administration by providing administrative support across key HR functions:

  • HR Operations Support

    • Assist on HR activities, when required

Qualifications & Work Experience

• Diploma in Business Administration, Human Resources, or related field
• Proven experience in Sales & Marketing, Executive Support and/or HR administration preferred
• Strong organisational and time management skills, with the ability to multitask effectively
• High level of discretion and professionalism in handling confidential information
• Excellent written and verbal communication skills
• Proactive, resourceful, and able to work independently with minimal supervision
• Strong attention to detail and follow-through
• Comfortable working in a fast-paced and dynamic environment