Personal Assistant

AVA FACADE TECHNOLOGY PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

AVA Facade Technology Pte. Ltd.

in Singapore is seeking an experienced Executive Assistant to support the Chairman & CEO with calendar management, travel arrangements, and confidential administrative tasks across business units. You will prepare reports and presentations, liaise with internal and external stakeholders, and coordinate travel while maintaining meticulous records and discretion in a fast-paced environment.

Qualifications

• Diploma / Bachelor or above in Business Admin, Management, Secretarial or relevant fields.
• Minimum 3 years EA experience, construction industry background preferred.
• Excellent communication & interpersonal skills to liaise with senior management.
• Meticulous, proactive, well-organized and capable of autonomous work.
• Advanced MS Office proficiency (Word/Excel/PPT).
• Strict confidentiality awareness and good judgement.
• Adaptable to fast-paced working environment.
• Provide discreet administrative support on personal matters for the Chairman & CEO, including personal scheduling or ad hoc personal errands, with strict confidentiality maintained at all times.

Responsibilities

• Manage the Chairman's calendar, appointments, meetings and travel arrangements.
• Prepare, review, and organize business documents, reports, presentations and correspondence.
• Coordinate meetings, prepare agendas, record action items and follow up on deliverables.
• Support business administration and project coordination across various business units.
• Liaise with internal departments and external stakeholders to ensure timely communication and execution of tasks.
• Maintain accurate records and ensure proper document management and confidentiality.
• Conduct research, compile information, and prepare briefing materials to support business decision-making.
• Manage end-to-end travel arrangements, including flight bookings, hotel accommodations, transportation, and visa applications.
• Ensure travel itineraries are efficiently planned and aligned with business requirements.
• Assist with follow-up on sales enquiries and business correspondence via email.
• Support business development initiatives, occasional business travels to explore potential opportunities may be required. (estimated 2 times per month)
• Provide discreet administrative support on personal matters for the Chairman & CEO, including personal scheduling or ad hoc personal errands, with strict confidentiality maintained at all times.
• Perform other executive support duties as assigned by the Chairman & CEO.

Skills

Communication skills

Interpersonal skills

Meticulous & organized

Autonomous work

MS Office proficiency

Education

Diploma / Bachelor's in Business Admin or related

Tools

MS Office

Job description

Key Responsibilities

• Manage the Chairman's calendar, appointments, meetings and travel arrangements.

• Prepare, review, and organize business documents, reports, presentations and correspondence.

• Coordinate meetings, prepare agendas, record action items and follow up on deliverables.

• Support business administration and project coordination across various business units.

• Liaise with internal departments and external stakeholders to ensure timely communication and execution of tasks.

• Maintain accurate records and ensure proper document management and confidentiality.

• Conduct research, compile information, and prepare briefing materials to support business decision-making.

• Manage end-to-end travel arrangements, including flight bookings, hotel accommodations, transportation, and visa applications.

• Ensure travel itineraries are efficiently planned and aligned with business requirements.

• Assist with follow-up on sales enquiries and business correspondence via email.

• Support business development initiatives, occasional business travels to explore potential opportunities may be required. (estimated 2 times per month)

• Provide discreet administrative support on personal matters for the Chairman & CEO, including personal scheduling or ad hoc personal errands, with strict confidentiality maintained at all times.

• Perform other executive support duties as assigned by the Chairman & CEO.

Requirements

• Diploma / Bachelor or above in Business Admin, Management, Secretarial or relevant fields

• Minimum 3 years EA experience, construction industry background preferred

• Excellent communication & interpersonal skills to liaise with senior management

• Meticulous, proactive, well-organized and capable of autonomous work

• Advanced MS Office proficiency (Word/Excel/PPT)

• Strict confidentiality awareness and good judgement

• Adaptable to fast-paced working environment

• Provide discreet administrative support on personal matters for the Chairman & CEO, including personal scheduling or ad hoc personal errands, with strict confidentiality maintained at all times.