Assistant PA

YCH GROUP PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading logistics firm in Singapore is seeking an experienced Executive Secretary to coordinate the Chairman’s calendar, manage business visits, and handle sensitive communications. The ideal candidate will have a Bachelor’s degree, at least 5 years in a similar role, and strong interpersonal and organizational skills. This position demands a proactive individual who can thrive under pressure and manage competing priorities effectively, ensuring discretion in all communications.

Qualifications

• Minimum of 5 years of working experience in a similar capacity.
• Able to manage competing priorities and handle tight deadlines.
• Proactive approach to problem-solving.

Responsibilities

• Coordinate Chairman's calendar, manage his schedule, and plan business visits.
• Compile management reports and prepare presentation materials.
• Handle sensitive business communications with confidentiality.

Skills

Microsoft Office Skills

Teamwork

Communication skills

Time management

Problem-solving

Interpersonal skills

Flexibility and adaptability

Education

Bachelor’s Degree in any field

Job description

JOB TASKS AND SPECIFICATIONS

• Coordinate on Chairman’s calendar with the Senior PA and provide backup secretarial support in the absence of the Senior PA pertaining to managing Chairman’s schedule and any other matters such as:

  • Plan and schedule CEO’s overseas business visits, notify all involved, develop itineraries and agendas and communicate expectations, overall goals and objectives on his behalf.
  • Assist in the compilation of management reports, statistics, presentations, organization charts and meeting agendas, as well as prepare presentation materials for regional meetings.
  • Provide on-site support at board meetings, including taking of meeting minutes.

• To coordinate/work with the Senior PA in hosting(s) including preparation, receiving and handling of guests/VIPs’ visits, especially large groups or events.

• Handle and distribute incoming and outgoing mails and courier arrangements.

• To handle all administrative and tracking matters for the Chairman including but not limited to memberships, applications, arranging for gifts, flowers, greetings and filings etc.

• To support, arrange and maintain records of corporate and festive gifting and delivery process.

• To assist in organizing events and getting refreshment, etc

• To assist with general administration support such as processing correspondence and letters, photocopying, printing, scanning, typing, couriers, maintaining contact databases, post and others.

• To assist in travel, hotel arrangements, custom declarations and/or visa applications.

• Manage all expense claims and facilitate in restaurant booking.

• Lead personal matters / projects including but not limited to Accommodation / Home, renovations, any household related matters or errands.

• Provide on/off-site support to Chairman or any other designate, as required.

• To handle sensitive business communications, data and other information with professionalism confidentiality and discretion, both internally and externally

• Any other duties as assigned by the Chairman, senior management team and the Senior PA.

JOB REQUIREMENTS

• Bachelor’s Degree in any field.

• Able to manage competing priorities and handle tight deadlines.

• Minimum of 5 years of working experience in a similar capacity.

• Tech-savvy and experience with Microsoft Office Skills.

• Teamwork, proactive, flexibility and adaptability.

• Articulate with mature personality and excellent interpersonal and organizational skills.

• Active listening and good communication skills.

• Proactive approach to problem-solving.

• Hardworking with high initiative and willing to take on new challenges

• Strong interpersonal and time management skills, ability to prioritize daily workload.

• Friendly and energetic personality who can perform under pressure and keep pace with a busy team with accuracy.

• Strong organizational skills, detail orientated, with impeccable multi-tasking abilities.

• Ability to handle confidential information with integrity and highly responsive.

• Willing to work flexible hours as and when requested. Removed the travel part.