Executive Secretary | 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 Diploma on Business Administration, Paralegal Studies, or a related field. 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. Prior exposure to corporate secretarial practices and familiarity with ACRA / Singapore company law requirements is an advantage. Strong interpersonal skills, with the ability to liaise professionally with internal stakeholders, external counsel, and government agencies across multiple jurisdictions.