Executive Assistant/ Personal Assistant | Beauty Sector

PERSOL; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

PERSOL Singapore is seeking an experienced Executive Assistant to support the Senior VP and other executives. You will manage calendars, travel schedules, onboarding of new hires and vendors, and provide comprehensive administrative support to Creative Leaders and teams.

You will coordinate internal and external meetings, prepare agendas, review documents, and ensure smooth information flow across the organisation in a fast-paced environment.

Qualifications

• Experience providing executive-level administrative support.
• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Excel and PowerPoint.
• Experience with accounting, expense management or invoice processing systems is advantageous.
• High attention to detail and problem-solving skills.
• Ability to handle confidential information professionally.
• Adaptable in a fast-paced environment with changing priorities.
• Strong interpersonal and professional demeanour.

Responsibilities

• Manage calendars, expense submissions, travel schedules and arrangements for the Senior VP and other executives, as required.
• Schedule and coordinate internal and external meetings, including agenda preparation and collation of presentation materials.
• Serve as the key point of contact between executives, employees, clients and external partners.
• Manage information flow and ensure timely and accurate communication across the team.
• Review and summarise reports and documents, and prepare background materials and outgoing correspondence when required.
• Coordinate new hire onboarding, including access passes, IT equipment and system requests.
• Manage new vendor onboarding and Purchase Order (PO) creation for the department.
• Provide a full spectrum of administrative support to Creative Leaders and their teams.
• Plan and coordinate events, workshops and team-building activities.
• Manage mail and courier arrangements.
• Support strategic and change management initiatives for assigned business groups.
• Identify opportunities for process and efficiency improvements within the team.
• Prioritise and manage multiple projects simultaneously.
• Provide ad-hoc administrative and project support as required.

Skills

Executive support

Organisational & multitasking

Written & verbal communication

MS Word/Excel/PowerPoint

Attention to detail

Confidentiality handling

Interpersonal skills

Adaptability

Tools

Microsoft Office Suite

Job description

Key Responsibilities

• Manage calendars, expense submissions, travel schedules and arrangements for the Senior VP and other executives, as required.

• Schedule and coordinate internal and external meetings, including agenda preparation and collation of presentation materials.

• Serve as the key point of contact between executives, employees, clients and external partners.

• Manage information flow and ensure timely and accurate communication across the team.

• Review and summarise reports and documents, and prepare background materials and outgoing correspondence when required.

• Coordinate new hire onboarding, including access passes, IT equipment and system requests.

• Manage new vendor onboarding and Purchase Order (PO) creation for the department.

• Provide a full spectrum of administrative support to Creative Leaders and their teams.

• Plan and coordinate events, workshops and team-building activities.

• Manage mail and courier arrangements.

• Support strategic and change management initiatives for assigned business groups.

• Identify opportunities for process and efficiency improvements within the team.

• Prioritise and manage multiple projects simultaneously.

• Provide ad-hoc administrative and project support as required.

Requirements

• Proven experience as an Executive Assistant supporting senior executives.

• Strong organisational, coordination and multitasking skills.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Word, Excel and PowerPoint.

• Experience with accounting, expense management or invoice processing systems is advantageous.

• Strong attention to detail with excellent problem-solving abilities.

• Able to handle confidential and sensitive information professionally.

• Highly adaptable and comfortable working in a fast-paced environment with changing priorities.

• Strong interpersonal skills and a professional demeanour.

We regret to inform that only shortlisted candidates will be notified.

PERSOL Singapore Pte Ltd RCB No. 200007268E EA License No. 01C4394 Reg. R25159218 (Teoh Ying Ying)