Senior Office & Operations Executive

About the Role

We are a small, close-knit family office of 10 employees based in Singapore. As Senior Office Specialist, you will be the operational heart of our team by owning office management, basic HR operation and providing executive support to the management team from time-to-time. You will report directly to the Office & HR Manager, who will be your key point of support.

The successful candidate will have the chance to shape office operations and to work in a flexible, open and dynamic workplace for an exceptional global family.

What Makes This Role Different

This role is ideal for a career administrative professional who values deep operational ownership over corporate hierarchy. You will have genuine autonomy over how the office runs, serving as the trusted backbone of our Singapore operations and you will work closely and be supported by the Office & HR Manager.

Key Responsibilities

Office Operations & Facilities

• Own end-to-end office operations, facilities, vendors, equipment, office contracts, tenancy related matters, safety & compliance and day-to-day administrative functions.
• Manage procurement of supplies, pantry, and consumables; negotiate and oversee vendor relationships independently.
• Coordinate IT support with external providers; handle basic hardware, software and connectivity issues.
• Maintain a well-organised, professional and welcoming office environment at all times.
• Plan and execute internal events, team activities, and staff engagement initiatives.
• Handle travel arrangements including flights, accommodation and itineraries for staff on complex itineraries.
• Coordinate budgeting, monthly expenditure reporting and basic financial control processes.

HR Administration

• Serve as the first point of contact for HR administrative queries including leave, insurance and general HR matters.
• Maintain and update employee leave records with accuracy and confidentiality.
• Manage employee insurance enrolment, renewals, claims processing and act as liaison with insurers.
• Support full-cycle onboarding and off-boarding, documentation, access, equipment and orientation.
• Maintain HR records(physical and digital), track contract renewals, probation timelines and training logs.
• Support HR communications, correspondence, policy updates, and internal announcements as directed.
• End to end recruitment support in job postings, candidates’ coordination, interview scheduling and onboarding logistics.

Executive & Project Support

• Assist with preparation of internal documents, reports, presentations and expense claim reports.
• Support administrative coordination for ongoing projects, including the family’s philanthropy and CSR-related activities where applicable.
• Act as a reliable point of coordination between the team and external stakeholders when required.
• Handle ad-hoc tasks with discretion and good judgment.

Who We Are Looking For

We are looking for someone who brings experience, self-sufficiency, and quiet confidence to this role. The right incumbent will not need constant direction, they will take ownership, use good judgment, and keep things running smoothly.

Experience & Qualifications

• Diploma or Degree in Business Administration, Human Resources or a related field.
• 5 to 7 years of relevant experience in office administration, HR operations or executive support, ideally with prior working experience within a small organisation, family office or private firm.
• Demonstrated ability to manage multiple functions independently with minimal supervision.
• Prior exposure to HR processes (leave, insurance, onboarding) is strongly preferred.

Character & Working Style

• Self-directed and operationally mature, someone who identifies what needs to be done and does it.
• Discreet, trustworthy and comfortable operating in a private, high-trust environment.
• Collaborative with the manageme