Executive Assistant

OON & BAZUL LLP; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A legal firm in Singapore is seeking a highly organized personal assistant to provide administrative support to the Partner and COO. The ideal candidate will demonstrate exceptional attention to detail, strong communication skills, and proficiency in Microsoft Office Suite. Responsibilities include managing emails, scheduling appointments, and handling confidential matters efficiently.

Qualifications

• Exceptional attention to detail and discretion in handling confidential matters.
• Proven capability to collaborate effectively across teams and management levels.
• Resourceful and meticulous in managing tasks in a fast-paced environment.

Responsibilities

• Manage and curate the Managing Partner’s emails.
• Coordinate complex scheduling, including meetings and travel arrangements.
• Oversee the Partner’s personal property and vehicle matters.
• Prepare and process reimbursement claims and payment vouchers.

Skills

Organizational skills

Communication abilities

Proficiency in Microsoft Office Suite

Ability to manage multiple priorities

Education

Diploma or Degree in Business Administration, Law, or related field

Job description

Oon & Bazul is seeking a highly organized and proactive personal assistant/secretary to provide administrative and support to the Partner and Chief Operating Officer (COO). The ideal candidate will demonstrate exceptional attention to detail, the ability to multitask in a dynamic environment and discretion in handling confidential matters.

Key Responsibilities

Executive Support

• Manage and curate the Managing Partner’s emails, highlighting and escalating priority correspondence requiring action.

• Coordinate complex scheduling, including meetings, appointments, and travel arrangements for the Managing Partner and COO.

• Track key deadlines, ensure timely follow-ups, and maintain accurate calendar management.

• Arrange business travel logistics — itineraries, bookings, and travel insurance — with attention to detail and efficiency.

• Oversee the Managing Partner’s personal property and vehicle matters, including insurance renewals and management fee payments.

• Prepare and process reimbursement claims, payment vouchers, and related administrative documentation.

• Monitor and manage the Partner’s Continuing Professional Development (CPD) points, ensuring participation in speaking engagements, panel moderations, and relevant events.

• Provide ad hoc support as required, including assisting of travel arrangements

Key Requirements

• Strong administrative and organizational skills, with proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Excellent communication and interpersonal abilities, with proven capability to collaborate effectively across teams and management levels.

• Highly resourceful, meticulous, and able to manage multiple priorities in a fast-paced environment.

• Demonstrates professionalism, discretion, and absolute confidentiality in handling sensitive information.

Qualification

• Diploma or Degree in Business Administration, Law, or related field
• Legal secretarial certification is a plus (e.g., from Temasek Polytechnic or private institutions)