HARIBO Asia Pacific Pte. Ltd. Hiring! Full Time Executive Administrative Assistant in - Ricebowl

This is an exciting opportunity to join a growing Asia-Pacific business within a global organization. Based in Singapore, you will support senior leadership while contributing to office operations and employee experience in a dynamic and collaborative environment.

Role Overview

Reporting to the Chief Officers, this role provides high-level executive support, oversees office administration, and partners with HR on employee lifecycle and engagement initiatives.

Key Responsibilities

Executive Support

• Manage calendars, meetings, and travel arrangements for Chief Officers
• Coordinate senior leadership visits, including scheduling and logistics
• Prepare meeting agendas, materials, and ensure smooth execution
• Ensure all travel complies with internal policies and guidelines

HR Operations & Employee Lifecycle

• Manage end-to-end onboarding and offboarding processes
• Coordinate with IT and internal teams on system access, equipment, and workspace setup
• Facilitate new joiner experience (pre-boarding communication, induction, orientation)
• Administer employee benefits enrollment and maintain HR records (e.g., org charts, documentation)
• Manage employee exits, including clearance, asset return, and access deactivation
• Support overseas hires and visitors with travel, accommodation, and logistics

Office Administration & Operations

• Serve as the main point of contact for office communications (phone, email, mail)
• Manage office supplies, seating, access cards, and facilities coordination
• Liaise with building management and vendors for maintenance, contracts, and services
• Oversee internal services (utilities, security, equipment, subscriptions)
• Welcome visitors and manage front-of-office operations
• Maintain a safe, clean, and well-organized office environment

Employee Engagement & Events

• Organize employee engagement activities (e.g., onboarding sessions, celebrations, team events)
• Coordinate event logistics including venues, travel, and communications
• Support HR initiatives to enhance employee experience

Health, Safety & Compliance

• Act as Health & Safety representative and Fire Warden
• Support workplace safety initiatives (e.g., drills, compliance checks)
• Ensure adherence to company policies and workplace standards

Qualifications & Skills

• Diploma or equivalent with at least 5 years’ relevant experience
• Strong organizational and multitasking skills with attention to detail
• Proactive, reliable, and able to work in a fast-paced environment
• Excellent interpersonal and communication skills (fluent in English)
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Knowledge of German is an advantage