PA & Team coordinator

ASCENDI GLOBAL PTE. LTD.; Singapore; On-site; SGD 42,000 - 54,000; Full time

Job summary

Ascendi Global PTE. LTD. in Singapore seeks a capable Personal Assistant (PA) & Team Coordinator to ensure smooth office operations and provide full administrative support to the Managing Director, APAC.

You will respond to client inquiries, prepare letters and proposals, and coordinate meetings across multiple time zones, while managing vendor relations and HR/documentation with discretion.

Qualifications

• 2+ years of experience in a fast-paced environment with minimal supervision.
• Ability to communicate and coordinate with a diverse set of clients across APAC, USA and Europe.
• Experience in both startup/SME and structured working environments; executive search/recruitment exposure is a plus.
• Fluency in English is a must; Chinese language skills are an advantage for Greater China markets.

Responsibilities

• Ensure smooth operation of the office and provide full administrative support to the Managing Director, APAC.
• Respond to clients' inquiries by phone or online.
• Prepare letters, emails, proposals and various reports (typing skills required).
• Diligently schedule meetings with clients and consultants across time zones.
• Coordinate with vendors, manage supplies, and maintain facilities.
• Manage database entries, HR files, and confidential documents.
• Support travel, visa, expenses, and database management with the execution team.
• Present professionally as the primary contact for clients, vendors, board members, staff, and media.

Skills

Typing & Notetaking

AI & desk research

Organisational skills

Microsoft Office / Google Apps / email

Acrobat PDF / Mac

Web browsers & Google apps

Job description

Job Description:

The Personal Assistant (PA) & Team Coordinator is responsible for ensuring the smooth operation of the office and seamless support to clients, as well as providing full administrative support to the Managing Director, APAC.

Responsive to all clients' general inquiries via phone or online.

Preparation of letters, emails, proposals and documentation of all types of reports (Typing skills is required)

Diligently and proactively confirm meetings with clients and consultants globally (regardless of the location/time zone)

Responsible for the development & implementation of efficient office procedures. Coordinating with Vendors, managing supplies and maintenance of areas.

Management of database, inputting iniformation and ensuring everything is correct.

Responsible for incoming and outgoing mail, shipping, and receiving; guardian of confidential documents

Provide support for the travel, visa, expenses support, database management with the execution team.

Present constantly in a professional way as the first point of contact to all clients, vendors, board members, staff, media, etc. - by phone, in person, and/or email or in person or virtually.

Responsible to keep all P Files and hr documentation matters.

Coordination with external parties like government agencies, MOM and other relevant association like Amcham etc...

Skills Required:

• Proficient in Typing & Documenting Minutes & Notetaking
• Fast in desk research, internet searches and computer literate / AI proficient
• Efficient organisational skills in all aspects
• Proficient in Microsoft Office (Teams Meeting, Excel, Word & PowerPoint), google apps/ google docs and outlook software
• Familiar with different web browsers and google applications
• Comfortable using (or learning) Acrobat PDF and mac computer

Competencies Needed:

• Fast and efficient typing and note taking skills
• Teamwork & effective communication skill
• Organization & Time Management
• Attention to detail and result orientedness
• Assertiveness with Tact, discretion, and diplomacy
• Project / Time Management & Multi-tasking skills
• Agility, Resilience and problem-solving skills
• Self-directed and proactiveness (ie to see what needs doing and to do it)

Qualification: (It's the attitude that counts!)

• Relevant 2+ years of experience and have thrived well in a fast-paced dynamic environment with minimal supervision
• Ability to communicate and coordinate with a diverse set of clients across Asia Pacific, USA and Europe
• Familiar with both start up / SME and structured working environment and must be able to thrive in both.
• Experienced in arranging multiple meetings across different countries and continents, previous working experience in and executive search or recruitment companies is a big plus
• Fluency in English is a must, additional language skill especially in Chinese will be an advantage since we deal with Greater china markets

Only shortlisted candidates will be contacted for the role.