Assitant to Executive Director

About Us

Vardi & Co is a vibrant F&B restaurant and lifestyle concept delivering quality dining experiences. We operate in a fast-paced, guest-centric environment where operational efficiency and attention to detail matter.

The Role

We are looking for a resourceful and dependable Personal Assistant to provide direct support to management across operations, administration, HR coordination, and finance. The ideal candidate thrives in a dynamic restaurant environment, is comfortable wearing multiple hats, and has working knowledge of F&B-related licensing and regulatory requirements.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative and personal support to management, including calendar management, meeting coordination, and travel arrangements.

• Maintain organised company records, contracts, reports, and confidential documents.

• Handle ad-hoc executive and operational tasks as required.

Operations & Licensing

• Support daily operational logistics across the restaurant, including supplier and vendor coordination.

• Assist with the application, renewal, and tracking of relevant licences and permits (e.g. food shop licence, liquor licence, SFA and URA approvals, fire safety certificate).

• Liaise with government agencies and external parties on regulatory and compliance matters.

• Support event coordination and operational execution when required.

HR Administration

• Coordinate onboarding, staff documentation, scheduling, leave tracking, and recruitment activities.

• Support employee communications and ensure proper record-keeping in line with company policies.

Finance Support

• Assist with invoice processing, payroll coordination, expense tracking, reconciliations, and vendor payments.

• Maintain accurate financial records and support month-end administrative tasks.

What We’re Looking For

• GCE ‘O’ Level / Diploma or equivalent; relevant certifications in administration or business management are a plus.

• Bilingual in English and Mandarin is an advantage (to liaise with Mandarin-speaking vendors and staff where required).

• Minimum 3–5 years’ experience in administrative, operations, HR, finance, or executive support roles.

• Experience in F&B, hospitality, or restaurant operations is strongly preferred.

• Familiarity with F&B-related licensing and permit applications (e.g. SFA, URA, SPF liquor licence) is a strong advantage.

• Strong organisational and multitasking abilities; comfortable managing competing priorities.

• Detail-oriented, proactive, and able to work independently with minimal supervision.

• Strong communication and problem-solving skills.

• Proficient in Microsoft Office and Google Workspace.

• Able to handle confidential information with professionalism and discretion.

What We’re Looking For

Someone reliable, adaptable, and calm under pressure with the initiative to keep things running smoothly behind the scenes and the resourcefulness to navigate both day-to-day operations and regulatory requirements.