Personal Assistant

City Life Advertising Pte Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading advertising firm in Singapore is seeking an Executive Assistant to support management. The role involves providing executive secretarial support, managing office administration, and assisting with tenancy agreements. Candidates must have at least 2 years of relevant experience and a diploma in a related field. Proficiency in English or Mandarin is required, and only Singaporean citizens or Permanent Residents may apply.

Qualifications

• At least 2 years of relevant working experience.
• This job is open only to Singaporean citizens or Permanent Residents (PRs).
• Proficiency in English or Mandarin is necessary to communicate with the Managing Director.

Responsibilities

• Assist management team in planning and managing staff and services.
• Provide executive secretarial support to senior management.
• Manage tenancy agreements and office facilities.
• Assist in general office administration and coordination.
• Maintain proper filing system for easy access and retrieval.

Skills

Organization skills

Communication skills

Interpersonal skills

Time management

Proficiency in Microsoft Office

Solution oriented

Education

Diploma in office administration or relevant field

Job description

Duties and responsibilities of the job

• Assist management team in planning, coordinating, overseeing and managing staff and services.
• Provide executive secretarial support on both personal and business matters to senior management including meetings, conference scheduling and travel arrangement.
• Manage tenancy agreements and service provider's service for office facilities.
• Assist in general office administration and coordination with service vendors for office facility matters, renovation, equipment purchases and maintenance and contract negotiations.
• Maintain proper filing system and ensures effective document control for easy access and retrieval.
• Participate as a member of management and advice on the administrative implications of all matters being reviewed and give comments as required.
• Prioritize work urgency and practice well-planned time management in fulfilling work functions and to ensure all tasks are of a consistently high standard.
• Actively identify opportunities for process improvements to create efficiencies and support capability to business needs.
• Provide support for other projects/assignments whenever Management requires.
• Manage personal finances, including bill payments etc.
• Book flights, hotels, and transportation, creating comprehensive travel itineraries.
• Assist with personal shopping, from everyday items to special occasion gifts.
• Oversee property maintenance, liaising with contractors for repairs and renovations.
• Any other adhoc duties as assigned.

Reports To : Managing Director

Requirements

• At least 2 years of relevant working experience
• Min Diploma in office administration or relevant
• Familiar with Microsoft office applications
• Excellent organization and administration skills
• Solution oriented, proactive and possess excellent communication and interpersonal skills
• Ability to work independently and in teams effectively with minimum supervision
• Meticulous, organized, possess good interpersonal and communication skills
• This job is open only to Singaporean citizens or Permanent Residents (PRs).
• Proficiency in English or Mandarin is necessary to communicate with the Managing Manager.