Executive Office & Personal Assistant (C-Suite)

Hegen; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading mother and baby products company in Singapore is looking for an experienced Executive Personal Assistant to provide comprehensive support for the CEO and COO. The role involves managing calendars, preparing documents, organizing travel, and ensuring smooth day-to-day operations. Candidates should possess strong communication skills in English and Mandarin, with a minimum of 3 years of experience in a similar role. This position offers an opportunity to work in a dynamic, fast-paced environment committed to innovation and support for personal growth.

Benefits

Opportunities for career development

Inclusive work environment

Qualifications

• Minimum 3 years of experience supporting C-suite executives.
• High degree of discretion, professionalism, and integrity.
• Flexibility to manage urgent tasks beyond office hours.

Responsibilities

• Manage the Executives’ calendar and appointments.
• Prepare briefing notes and presentations.
• Organize travel arrangements for executives.

Skills

Excellent written and verbal communication in English

Proficient in Microsoft Office Suite

Strong organizational skills

Proactive and resourceful

Education

Diploma and/or Bachelor's degree in Business Administration

Tools

Google Calendar

Zoom

Teams

Job description

At Hegen, we redefine the parenting experience with award-winning innovations tailored for mothers and their little ones. As a trusted brand in mother and baby products, our mission is to empower mothers in their breastfeeding journey and ease the transition into parenthood through meaningful products and services. Recognized as one of Singapore’s top 10 fastest growing companies, Hegen takes pride in creating practical solutions that combine thoughtful designs with functionality and sustainability for time‑strained parents.

About the Role

We are seeking an experienced Executive Personal Assistant (C‑Suite) to support our CEO and COO in a dynamic and fast‑paced environment. In this pivotal role, you will provide comprehensive administrative, organizational, and personal support, ensuring smooth daily operations and seamless communication across internal teams and external stakeholders.

This is a highly visible and impactful role that requires discretion, professionalism, and the ability to anticipate the executive’s needs. The ideal candidate is organized, adaptable, and confident, able to manage a diverse range of responsibilities efficiently while maintaining the highest level of confidentiality. Success in this position calls for a blend of administrative excellence, strategic coordination, and unwavering professionalism.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Effectively manage the Executives’ calendar, meetings, reservations, and appointments to ensure priorities are met.
• Prepare briefing notes, presentations, and reports for internal and external meetings.
• Handle email and correspondence professionally on behalf of the Executives where needed.
• Organize travel arrangements such as flights, accommodation, itineraries and contingency planning as needed.
• Prepare for internal and external meetings which includes agenda preparation, minutes taking and preparation of research & presentation materials.
• Review documents, proofread contracts, legal and non‑disclosure agreements.
• Maintain records, files, and documentation, ensuring accuracy and confidentiality.
• Collaborate with cross‑functional departments to coordinate office operations, team events and board meetings.
• Coordinate logistics for internal and external meetings, including venue booking and technology set‑up.
• Maintain organised filing systems (physical and electronic) for ease of retrieval and confidentiality.
• Track projects, deadlines, and follow‑ups, ensuring action items are completed promptly.

Personal Support

• Provide ad‑hoc support for professional or personal matters as needed.
• Assist with special projects or initiatives delegated by the CEO.
• Handle confidential and sensitive information with integrity.
• Anticipate the Executives’ needs to ensure smooth day‑to‑day operations.

Stakeholder Management

• Act as a professional point of contact for internal and external stakeholders.
• Coordinate and follow up on tasks across teams, vendors, and partners.
• Support relationship management and maintain a positive, professional representation of the CEO’s office.
• Liaise with internal teams and external stakeholders to maintain effective communication.

REQUIREMENTS

• Diploma and/or Bachelor’s degree in Business Administration or related fields.
• Minimum 3 years of experience in a Personal Assistant role supporting senior management or C‑suite executives.
• Excellent written and verbal communication skills in English and Mandarin; additional languages are a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and productivity tools.
• High degree of discretion, professionalism, and integrity.
• Flexibility to manage urgent tasks beyond office hours when necessary.
• Highly adaptable and versatile in a fast‑paced and high‑growth environment.
• Strong organizational, time management, and multitasking skills.
• Strong sense of ownership, accountability and responsibility.
• Proactive, resourceful with a solutions‑oriented mindset.
• Proficient in calendar, meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms and expense systems.

At Hegen, we are passionate about fostering a purpose‑driven, inclusive and collaborative work environment where every team member can thrive. We’re committed to supporting personal growth and offering opportunities for career development at every stage of your journey.

Join us in realising our bold vision of impacting 100 million mothers worldwide through innovation, compassion, and excellence. If you’re inspired to make a difference and grow alongside a dynamic team, we would love to hear from you!

Apply now to embark on an exciting career with Hegen! Alternatively, you may submit your resume and cover letter directly to [e-mail].