Personal Secretary and Admin

CALIBER8 PTE. LTD.; Dublin; On-site; EUR 28,000 - 42,000; Full time

Job summary

CALIBER8 PTE. LTD. is seeking an experienced Administrative Assistant to provide efficient support to Directors and the wider team across Singapore, Hong Kong, Indonesia, China, and India.

This role requires excellent English, strong communication, and proficiency in Microsoft Office. You will manage calendars, coordinate travel, and handle confidential documents with care.

Qualifications

• At least five years’ experience as Administrative Assistant in a multinational environment.
• Fluent in English.
• Proficient with Microsoft Office applications.

Responsibilities

• Provide administrative support to Directors and team across regions.
• Coordinate calendars and schedule meetings, client appointments.
• Serve as liaison with internal/external stakeholders across regions.
• Coordinate travel arrangements including flights, accommodations, and visas.
• Organize documents and ensure confidentiality; manage filing and data.

Skills

Fluent English

Communication skills

Attention to detail

Time management

Independence

Teamwork

Tools

Microsoft Office

Job description

Job Purpose

Provide efficient administrative support to Directors and the wider team across Singapore, Hong Kong, Indonesia, China, and India, while liaising with relevant internal and external stakeholders Management, Business Account Managers, IT and other departments) to ensure smooth coordination, timely delivery, and effective completion of tasks.

Key Roles and Responsibilities

Describe primary roles and responsibilities of the job.

1. Administrative Support

• Support team with necessary admin request and arrangements
• Circulate/prepare daily/weekly report/pricelist
• Ad-hoc duties

2. Calendar & Schedule Management

• Coordinate and update calendars
• Schedule meetings, client appointments, conference, seminars

3. Communication Management

• Assist as a liaison between the team and internal/external stakeholders
• Coordinate with colleagues across regions and departments, including Accounts, HR, Reception, IT, PAs, Traffic, Traders, Compliance, and Legal.

4. Travel & Logistics

• Coordinate and manage travel arrangement for team inclusive of flights and accommodations
• Handle visa applications and reimbursements

5. Document Management

• Organize filing, record-keeping, and data management
• Maintain confidentiality of sensitive documents and decisions
• Proofread/compare and format documents

Job Experience, Functional Knowledge and Qualifications Indicate the minimum and preferred education and experience for this job and any licenses and certifications required.

Education / experience / technical skills required:

• At least five years’ experience working as Administrative Assistant within a professional, multinational environment
• Fluent in English
• Good working knowledge of Microsoft applications

General skills / attributes / other:

• Passionate about delivering a high quality service
• Excellent communication skills
• High degree of professionalism and attention to detail
• Good time management and prioritisation of tasks
• Self-motivated and highly committed · Able to work independently with minimal supervision · A proven understanding of teamwork