Personal Assistant

Aglaia Family Office; Singapore; Hybrid; SGD 40,000 - 70,000; Full time

Job summary

A leading multi-family office in Singapore is seeking a Personal Assistant to provide high-calibre concierge services. The ideal candidate will manage client requests, coordinate travel plans, and oversee office operations, ensuring seamless service delivery. This role values a positive attitude and strong organizational skills, offering a hybrid working arrangement to suit both client and office needs.

Qualifications

• Prior experience in client services or personal assistance is advantageous.
• Highly organized and capable of multitasking with attention to detail.
• Strong communicator and team player with excellent follow-up skills.
• Proactive and creative thinker thriving in a fast-paced environment.

Responsibilities

• Act as main contact for client requests and manage concierge services.
• Coordinate comprehensive travel plans for clients.
• Build and maintain strong relationships with clients.
• Oversee office operations and maintain essential services.
• Manage vendor relationships and procurement items.
• Assist in planning company events and provide ad-hoc support.

Skills

Client service

Office management

Travel management

Organizational skills

Interpersonal and communication skills

Problem solving

Education

Diploma or higher in any discipline

Job description

We are a leading multi-family office dedicated to delivering exceptional service to an elite clientele. We are seeking a Personal Assistant to join our team full-time. This role is integral in providing high-calibre concierge services to our clients, managing a diverse range of requests with a focus on travel-related and personal assistance needs. It combines exceptional client service with essential office management functions to support our team and clients effectively.

Reporting directly to the Chief of Staff, the Personal Assistant will serve as a primary point of contact for client requests and ensure the smooth operation of our office environment. Working alongside one other team member, they will efficiently address both client-facing and operational needs.

This position is ideal for a proactive individual who can balance client service with office management in a dynamic setting. It also offers a hybrid working arrangement to meet both client and office needs.

KEY RESPONSIBILITIES

Client Experience

• Personal Assistance and Concierge Services: Act as the main contact for client requests such as travel arrangements, event planning, personal appointments, and lifestyle management with a focus on delivering high-quality, tailored services.
• Travel Management: Coordinate comprehensive travel plans, including booking flights and accommodations, arranging transportation, and curating unique experiences for clients to ensure a seamless travel experience.
• Client Relationship Management: Build and maintain strong relationships with clients by understanding their preferences and anticipating their needs.

Office Management

• Office Management: Ensures smooth office operations by overseeing procedures, organising filing systems, maintaining essential services, and managing the upkeep and housekeeping of office areas and equipment.
• Vendor and Procurement Management: Manages vendor relationships, including negotiating contracts for items like copier machines, coordinating with IT vendor to log support tickets, and handling purchases of office supplies, pantry items, furniture, and IT equipment in line with company policies and budget.
• Safety and Compliance: Serves as Fire Warden, coordinating with building management on safety protocols, fire drills, and annual servicing of fire hoses and extinguishers.
• Courier Services: Arranges local and international courier services to support staff and client needs.

Additional Responsibilities

• Event Support: Assist in planning and executing company events, including the annual conference and team-building activities.
• Ad-hoc Duties: Provides additional support to Management as needed, including administrative assistance in the Chief of Staff’s absence. Undertake various tasks as required to support the team and our clients.

REQUIREMENTS

• Education: Diploma or higher in any discipline.
• Experience: Prior experience in roles involving client services, personal assistance, administrative support, or office operations is highly advantageous. However, a positive and proactive working attitude is valued above all, and candidates with a strong willingness to learn and adapt will be considered.
• Flexibility: Ability to adapt work hours as needed to meet client and office demands.
• Organisational Skills: Highly organised, resourceful, and capable of multitasking with strong attention to detail.
• Interpersonal and Communication Skills: Strong communicator and team player with excellent interpersonal and follow-up skills, ensuring tasks are completed thoroughly and efficiently.
• Problem Solving and Initiative: A proactive, creative thinker who thrives in a fast-paced, flexible environment.
• Technical Skills: General IT knowledge and competency.
• Language Skills: Proficiency in English, both written and spoken.