Personal Administrative Assistant

SF ADVISORY PTE. LTD.; Singapore; On-site; SGD 32,000 - 45,000; Full time

Job summary

SF ADVISORY PTE. LTD. is seeking a capable Personal Administrative Assistant to provide comprehensive administrative and personal support to management.

You will manage schedules, coordinate appointments, handle correspondence, organise documents and assist with day-to-day tasks. The ideal candidate is highly organised, discreet and proactive, able to handle confidential information with care, and able to liaise with internal teams, clients and suppliers.

Qualifications

• Minimum GCE 'O' Level / Diploma or equivalent qualification.
• Previous experience in administrative, secretarial or personal assistant roles is preferred.
• Good command of written and spoken English.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good organisational, communication and time-management skills.
• Able to multitask and work independently with minimal supervision.
• Mature, responsible, discreet and trustworthy.
• Willing to handle ad-hoc duties when required.

Responsibilities

• Manage and organise daily schedules, appointments and meetings.
• Coordinate personal and business-related arrangements as required.
• Handle incoming calls, emails and correspondence.
• Prepare, organise and maintain documents, records and filing systems.
• Assist with data entry, reports, presentations and general administrative duties.
• Monitor and follow up on pending tasks, deadlines and outstanding matters.
• Liaise with internal departments, clients, suppliers and external parties.
• Coordinate meetings, appointments and travel arrangements.
• Communicate instructions and updates to relevant parties.
• Ensure timely follow-up and completion of assigned tasks.
• Assist with purchasing, quotations and administrative documentation.
• Maintain proper records of invoices, receipts and expenses.
• Assist in coordinating office-related matters and operational arrangements.
• Support management with ad-hoc projects and assignments.
• Assist with personal appointments, bookings and arrangements when required.
• Handle confidential personal and business matters professionally.
• Run errands and coordinate personal tasks when assigned.
• Provide general assistance to ensure the smooth running of daily activities.

Skills

English proficiency

MS Office

Organisational skills

Time management

Communication skills

Discretion & integrity

Multitasking

Education

GCE O level / Diploma or equivalent

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Position: Personal Administrative Assistant

Department: Administration / Management Support

Reports To: Director / Manager

Employment Type: Full-Time

Job Summary

The Personal Administrative Assistant is responsible for providing comprehensive administrative and personal support to management. The role involves managing schedules, coordinating appointments, handling correspondence, organising documents, following up on outstanding matters and assisting with day-to-day administrative tasks.

The ideal candidate should be highly organised, detail-oriented, trustworthy, proactive and able to handle confidential information with discretion.

Key Responsibilities

Personal & Administrative Support

• Manage and organise daily schedules, appointments and meetings.
• Coordinate personal and business-related arrangements as required.
• Handle incoming calls, emails and correspondence.
• Prepare, organise and maintain documents, records and filing systems.
• Assist with data entry, reports, presentations and general administrative duties.
• Monitor and follow up on pending tasks, deadlines and outstanding matters.

Coordination & Communication

• Liaise with internal departments, clients, suppliers and external parties.
• Coordinate meetings, appointments and travel arrangements.
• Communicate instructions and updates to relevant parties.
• Ensure timely follow-up and completion of assigned tasks.

Office & Operational Support

• Assist with purchasing, quotations and administrative documentation.
• Maintain proper records of invoices, receipts and expenses.
• Assist in coordinating office-related matters and operational arrangements.
• Support management with ad-hoc projects and assignments.

Personal Assistance

• Assist with personal appointments, bookings and arrangements when required.
• Handle confidential personal and business matters professionally.
• Run errands and coordinate personal tasks when assigned.
• Provide general assistance to ensure the smooth running of daily activities.

Job Requirements & Qualifications

• Minimum GCE 'O' Level / Diploma or equivalent qualification.
• Previous experience in administrative, secretarial or personal assistant roles is preferred.
• Good command of written and spoken English.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good organisational, communication and time-management skills.
• Able to multitask and work independently with minimal supervision.
• Strong attention to detail and problem-solving abilities.
• Mature, responsible, discreet and trustworthy.
• Willing to handle ad-hoc duties when required.

Key Competencies

• Strong organisational and coordination skills.
• Good interpersonal and communication skills.
• High level of integrity and confidentiality.
• Proactive attitude with a strong sense of responsibility.
• Ability to prioritise tasks and meet deadlines.
• Flexible and adaptable to changing priorities.

Performance Expectations

The successful candidate is expected to:

• Ensure daily administrative tasks are completed accurately and on time.
• Maintain an organised schedule and proper documentation.
• Follow up on assigned matters without constant reminders.
• Communicate effectively and provide timely updates.
• Handle all personal and business information with confidentiality.
• Provide reliable and efficient support to management.