Executive Secretary

About Reolink

Established in 2009 by a team of passionate engineers, Reolink specializes in intelligent visual technology for residential and commercial security. Our innovative products are relied upon by millions across over 110 countries and regions globally. We strive to expand our market reach and continue delivering advanced, dependable, and user-friendly security solutions that empower people to safeguard what matters most.

Work Environment and Benefits

• Five workdays each week
• Current office location near Kaki Bukit MRT, Singapore
• Planned office relocation to Tai Seng MRT by August 2026
• Employee medical and dental benefits provided
• Eligible for annual bonus and performance-based bonus

Role Purpose

This Executive Secretary position supports the Singapore International Headquarters by providing extensive administrative, secretarial, and reception assistance primarily to the Legal, Finance, and Human Resources departments. The role entails managing legal and corporate documents, executive administration, front desk operations, and general office upkeep. Additionally, the position supports regional activities across the APAC entities to maintain smooth daily operations and a professional workplace atmosphere.

Key Responsibilities - Legal Secretariat Support

• Prepare, format, proofread, and organize legal documentation such as contracts, NDAs, board resolutions, and corporate templates, adhering to company standards
• Maintain the group's contract register, legal document storage, and corporate secretarial records for all APAC locations
• Assist with corporate secretarial duties including board meeting minutes, statutory filings, entity KYC documentation, and collaboration with company secretaries within various jurisdictions
• Monitor critical contract dates, renewal schedules, and compliance deadlines, alerting Legal Management of important actions
• Coordinate with external law firms, notaries, and government bodies (including ACRA and IRAS filings, if applicable) on administrative tasks
• Provide support for trademark, intellectual property, and licensing administration, including maintaining registers and aiding renewals and filings
• Contribute to information gathering and document preparation for ongoing corporate initiatives such as transfer pricing, entity restructuring, and regulatory communications as directed
• Carry out additional tasks assigned by Legal Management to assist the overall Finance, Legal, and HR teams at Singapore IHQ

Key Responsibilities – Administration

• Deliver daily administrative and secretarial support to the General Manager, APAC Legal Manager, and HR Manager, involving calendar coordination, scheduling meetings, and managing correspondence
• Oversee reception duties such as welcoming visitors, clients, and external lawyers, and managing visitor sign-ins and access controls
• Organize meeting room bookings, setup, and hospitality for internal meetings, board gatherings, and external visits
• Engage with building management, landlords, and service vendors on office maintenance, repairs, building security access, and workplace safety issues
• Support the arrangement of internal events, staff activities, and off-site meetings
• Handle miscellaneous office-related tasks as needed

Qualifications and Experience

• Diploma in Business Administration, Paralegal Studies, or a related discipline
• At least 2 to 4 years of experience in executive assistance, legal assistance, paralegal work, corporate secretarial duties, or legal administrative support, ideally within multinational corporations or group corporate settings
• Experience or understanding of corporate secretarial processes and familiarity with ACRA and Singapore company law is advantageous
• Excellent interpersonal skills to professionally engage with internal teams, external legal counsel, and government agencies across multiple regions