Executive & Personal Assistant (C-Suite)

Hegen; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Hegen, Singapore, seeks an experienced Executive & Personal Assistant to support our C-Suite across complex calendars, travel, communications and meeting preparation while also managing selected personal duties. This high-trust role requires discretion, autonomy and proactive problem-solving in a fast-paced environment.

You will liaise with internal teams and external partners, prepare briefing materials, oversee events and ensure confidential information is handled with integrity.

Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field.
• 5+ years in Executive/Personal Assistant roles supporting senior management or C-suite.
• Experience in fast-paced/high-growth environments preferred.
• Excellent written and verbal communication; highly organised and discreet.

Responsibilities

• Manage complex calendars, meetings and scheduling priorities with high discretion.
• Plan and manage domestic and international travel with itineraries and contingencies.
• Oversee executive inboxes, correspondence and follow-ups; draft responses as needed.
• Coordinate internal/external meetings, agendas, materials and minutes.

Skills

Calendar management

Travel planning

Communication

Discretion

Stakeholder management

Education

Bachelor's degree in Business Administration

Tools

Microsoft Teams

Travel platforms

Expense systems

Job description

At Hegen, we redefine the parenting experience through award-winning innovations designed 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.

Recognised as one of Singapore’s Top 10 Fastest Growing Companies, Hegen is committed to creating practical solutions that combine thoughtful design, functionality and sustainability for today’s time-strapped parents.

About the Role

We are seeking an experienced and highly resourceful Executive & Personal Assistant to C-Suite to provide dedicated support across both professional and personal priorities.

This is a high-trust role requiring exceptional organisation, discretion and sound judgement. You will support our C-suite executives across executive scheduling, travel, communications, stakeholder engagement, meeting preparation and other key administrative matters, while also overseeing selected personal, family and household-related responsibilities.

The ideal candidate is polished, proactive and highly dependable, with the ability to anticipate needs, manage competing priorities and exercise sound judgement in a fast-paced environment. A strong service orientation, attention to detail and the ability to operate with a high degree of autonomy are essential.

Key Responsibilities:

Executive Support

• Serve as a key point of contact for C-suite executives and oversee complex calendars, appointments and scheduling priorities with a high degree of accuracy and discretion.
• Plan and manage domestic and international travel arrangements, including flights, accommodation, ground transportation, detailed itineraries and contingency plans.
• Oversee executive inboxes and correspondence, prioritising matters, drafting and reviewing responses, and escalating urgent or sensitive issues where appropriate.
• Manage incoming communications and requests, ensuring timely follow-through and appropriate stakeholder engagement.
• Support the preparation and administration of internal and external meetings, including agendas, research, briefing materials, presentations, minutes and follow-up actions.
• Oversee arrangements for meetings, conferences, executive engagements and corporate events, including venue, catering and technology requirements.
• Review and proofread contracts, agreements, correspondence and other executive materials to ensure accuracy, consistency and completeness.
• Maintain highly organised and confidential digital and physical records, ensuring sensitive information is managed appropriately.
• Liaise with internal teams, external partners and key stakeholders on behalf of the executives, maintaining professional and effective communication at all times.
• Facilitate effective information flow across relevant stakeholders and follow through on key actions, decisions and commitments.
• Anticipate executive requirements, identify potential issues and proactively develop practical solutions to support continuity and efficiency.
• Undertake confidential and ad-hoc assignments requiring discretion, judgement and independent follow-through.

Personal Support

• Oversee personal calendars, family schedules and household-related appointments, ensuring appropriate alignment with professional commitments.
• Plan and manage personal and family travel, accommodation, transportation and related arrangements.
• Attend to personal purchases, reservations, appointments, errands and ad-hoc requirements with discretion and efficiency.
• Oversee household-related logistics, including engagement with vendors, contractors and service providers where required.
• Support family-related appointments, activities and administrative matters as needed.
• Research, evaluate and arrange appropriate services, bookings and solutions based on the executives’ preferences and requirements.
• Maintain oversight of time-sensitive personal matters and ensure appropriate follow-through.
• Safeguard confidential personal and family information with absolute discretion.
• Anticipate personal and household requirements and proactively address logistical matters to minimise disruption.

Requirements:

• Diploma and/or Bachelor’s degree in Business Administration or a related field.
• Minimum5 years of experience in an Executive Assistant, Personal Assistant or similar role supporting senior management or C-suite executives.
• Demonstrated experience working in a fast-paced and/or high-growth environment.
• Experience providing both executive and personal support is strongly preferred.
• Excellent written and verbal communication skills.
• Highly organised and detail-oriented, with strong prioritisation, multitasking and follow-through capabilities.
• Strong judgement and the ability to manage confidential and sensitive matters with discretion.
• High level of professionalism, accountability and personal responsibility.
• Proactive, resourceful and solutions-oriented, with the ability to work independently and exercise sound judgement.
• Polished and personable, with the confidence to engage effectively with senior internal and external stakeholders.
• Strong stakeholder management and interpersonal skills.
• Flexibility to support urgent or time-sensitive matters beyond standard office hours when necessary.
• Proficient in calendar and meeting tools such as Microsoft Teams, as well as travel booking platforms and expense systems.
• Experience in retail, FMCG or a similarly fast-paced consumer environment is advantageous.

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

Be part of our dynamic vision to impact 100 million mothers worldwide.