Personal Assistant

SJ DIGITAL MEDIA SOLUTIONS LLP; Singapore; Hybrid; SGD 40,000 - 60,000; Full time

Job summary

A branding and consultancy firm in Singapore is seeking an Administrative & Personal Assistant to support the Managing Director. The role involves calendar management, travel coordination, handling correspondence, and ensuring smooth operations. The ideal candidate has a minimum of 3 years' experience as an Executive Assistant, strong organizational skills, and proficiency in Microsoft Office Suite. This position also includes an overseas travel opportunity, healthcare benefits, and flexible working options.

Benefits

Overseas Business Travel Opportunity

Health care benefits

Friday WFH

Qualifications

• Minimum 3 years as a Personal or Executive Assistant.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• High proficiency in Microsoft Office Suite.

Responsibilities

• Manage the Managing Director's calendar and schedule meetings.
• Draft correspondence and prepare reports.
• Coordinate business trips, including bookings and itineraries.
• Support logistics for events and conferences.
• Follow up on tasks and ensure timely completion.

Skills

Organizational skills

Communication skills

Microsoft Office Suite proficiency

Time management

Attention to detail

Job description

Administrative & Personal Assistant to Managing Director

Location: Singapore (with occasional travel) Employment Type: Full-Time

Key Responsibilities:

Executive & Administrative Support

• Manage the Managing Director’s calendar, including scheduling internal and external meetings with teams, partners, clients, and associations—both locally and internationally.
• Draft and prepare professional correspondence, reports, meeting decks, and presentation materials.
• Handle email and phone communications, screen and prioritize messages, and follow up on action items.
• Maintain proper records, filing systems, and manage sensitive documents with strict confidentiality.
• Assist in budgeting and processing expenses related to the Director’s operations.

Travel & Logistics Management

• Coordinate and manage monthly to quarterly business trips, including booking of flights, hotels, transportation, and creating detailed travel itineraries.
• Liaise with travel agents, hotel partners, and other logistics vendors to ensure smooth arrangements.

Meeting Support & Follow-up

• Accompany the Managing Director to meetings when required, take clear and comprehensive notes, and document key action points.
• Follow up on post-meeting tasks and ensure timely completion of deliverables from relevant stakeholders.
• Serve as a liaison between the MD and external/internal teams to ensure alignment and smooth workflow.

Operations & Communication

• Be the first point of contact and trusted gatekeeper for the Managing Director.
• Coordinate with teams across departments and regions to optimize workflows and communication.
• Plan and support the logistics for events, conferences, and internal/external engagements.

Ad-hoc Duties

• Run occasional personal errands and manage non-business tasks.
• Conduct research and prepare briefing materials as needed.
• Support the delegation and tracking of tasks to ensure effective time and resource management for the MD.

Requirements:

• Proven experience as a Personal or Executive Assistant (minimum 3 years preferred).
• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and scheduling software.
• Detail-oriented, proactive, and adaptable in a fast-paced environment.
• Professional discretion and a strong sense of integrity.
• Ability to occasionally travel or attend meetings outside of regular office hours.

About Us?

Established in 2016, SJ Digital Media Solutions is a branding and business consultancy firm dedicated to building brands and propelling businesses onto the global stage. Throughout our journey, we have established a solid foundation for brands in the local market while serving as a launchpad for their international success. Leveraging our extensive global network, we ensure that driving brand equity translates into tangible revenue growth for our clients.

Over the years, our organization has been recognized in various areas and garnered accolades, including:

- Our awards, recognition & accolades, including:
Featured in Singapore’s Fastest-Growing Companies 2025 by The Straits Times
(https://www.straitstimes.com/singapore/empowering-businesses-to-build-brand-equity-and-expand-globally)
- Recognised in the High-Growth Companies Asia-Pacific 2025 list by The Financial Times
(https://www.sj-digitalmedia.com/post/featured-by-the-financial-times-in-the-high-growth-companies-asia-pacific-2025-list-in-recognition)
- Featured in a Full-page Editorial in The Business Times, SG60 Singapore Stories National Day Edition
(https://www.sj-digitalmedia.com/post/sj-digital-media-solutions-featured-in-the-business-times-sg60-singapore-stories)
- Awarded the Singapore SME 500 Award and Entrepreneur 100 Award by the Association of Trade & Commerce (ATC), where our founder currently serves as a committee member
- Recipient of the Singapore Medal of Honour (Top 100 SMEs), Top 30 Singapore Prestige Class Award, and Top 30 SME Excellence AwardIncluded in the Prudential Singapore Vendor List

Benefits:

• Overseas Business Travel Opportunity
• Health care benefits
• Friday WFH