Personal Assistant

Mentor Media Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A dynamic media company in Singapore is seeking an experienced Personal Assistant to provide high-level executive support to the CEO. The role demands proficiency in managing international travel, handling sensitive communications, and supporting complex meeting logistics. The ideal candidate has a diploma in Business Administration and at least 5 years of experience supporting C-suite professionals, demonstrating excellent judgment and discretion at all times.

Qualifications

• Minimum 5 years of experience supporting C-suite executives or senior management.
• Experience in managing international travel and complex diaries.
• Fluent in English; proficiency in Mandarin or another Asian language is advantageous.

Responsibilities

• Manage the CEO’s calendar, appointments, and meetings across multiple time zones.
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
• Anticipate and resolve travel and logistical challenges proactively.

Skills

Communication Skills

Organizational Skills

Proactive Attitude

Discretion

Education

Diploma or Degree in Business Administration or equivalent

Tools

Microsoft Office Suite

Outlook

Job description

Job Summary

The Personal Assistant (PA) provides high-level executive support to the CEO, ensuring smooth management of daily activities and maintaining strict confidentiality. Acting as a key liaison with internal and external stakeholders, the PA must be proactive, discreet, highly organized, and possess strong interpersonal and communication skills. The role requires maturity, sound judgment, and the ability to work effectively in a fast-paced, international environment.

Job Responsibilities

• Manage the CEO’s calendar, appointments, and meetings across multiple time zones.
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
• Organize and maintain confidential files and documents securely.
• Coordinate complex travel itineraries, visas, and accommodation arrangements.
• Prepare comprehensive travel packs including meeting briefs, logistics schedules, and contact lists.
• Anticipate and resolve travel and logistical challenges proactively and efficiently.
• Serve as the primary liaison between the CEO and internal/external stakeholders.
• Screen and prioritize communications, escalating matters requiring the CEO’s attention.
• Coordinate with business units, regional offices, and Group functions.
• Organize and support executive meetings, board sessions, customer visits, and site reviews.
• Prepare meeting materials, presentations, manage logistics, protocol, and visitor management.
• Demonstrate discretion, integrity, professionalism, and sound judgment while anticipating the CEO’s needs.
• Undertake any other reasonable duties / projects which may be required from time to time.

Competencies

• Diploma or Degree in Business Administration, Secretarial Studies, or equivalent discipline.
• Minimum 5 years of experience supporting C-suite executives or senior management, ideally in a multinational or regional organization.
• Experience in managing international travel, cross-border schedules, and complex diaries.
• Fluent in English; proficiency in Mandarin or another Asian language is advantageous.

Essential Attributes3>

• Mature and composed individual with excellent judgment and discretion.
• Exceptional organizational skills with attention to detail and the ability to multitask.
• Strong interpersonal and communication skills, both written and verbal.
• High level of confidentiality and professionalism in dealing with sensitive matters.
• Proactive and resourceful, with a “can-do” attitude and ability to anticipate needs.
• Tech-savvy with strong proficiency in Microsoft Office Suite, Outlook, and digital collaboration tools.

Personal Qualities

• Reliable, discreet, and trustworthy.
• Emotionally intelligent and adaptable to diverse personalities and cultures.
• Calm under pressure with a strong sense of accountability.
• Maintains professionalism, poise, and courtesy at all times.