Executive Personal Assistant

HEGEN PTE. LTD.; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A leading mother and baby products company in Singapore is seeking an experienced Executive Personal Assistant to support the CEO and COO. The role involves managing the executives' calendars, preparing meeting materials, and handling confidential information. Candidates should have at least 3 years of experience in a similar role, great organizational skills, and fluency in English and Mandarin. This position offers an opportunity to thrive in a dynamic environment and contribute to a meaningful mission of assisting mothers worldwide.

Benefits

Opportunities for career development

Inclusive and collaborative work environment

Qualifications

• Minimum 3 years of experience in a Personal Assistant role supporting senior management or C-suite executives.
• Fluency in English and Mandarin; additional languages are a plus.
• Background in retail, FMCG, or related industries is advantageous.

Responsibilities

• Manage executives' calendar and appointments effectively.
• Prepare briefing notes and reports for meetings.
• Organize travel arrangements and logistics for meetings.
• Handle confidential and sensitive information appropriately.

Skills

Excellent written and verbal communication skills

Strong organizational skills

Adaptability in a fast-paced environment

Discretion and professionalism

Proficiency in Microsoft Office Suite

Experience with calendar and meeting tools

Tools

Microsoft Office Suite

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-strapped parents.

About the Role

We are seeking an experienced Executive Personal Assistant 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 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, proofreading of contracts, legal and non-disclosure
• 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.

Requirements

• 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 bookingplatforms and expense systems
• Background in retail, FMCG, or related industries is advantageous
• At Hegen, we are passionate about fostering a purpose-driven, inclusive and collaborative workenvironment 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] .