Personal Assistant

Q COLLECTION PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading office management firm in Singapore seeks an Office Administrator to manage office operations, coordinate travel, and assist C-suite executives. The role demands a proactive individual with strong communication skills and the ability to handle confidential information. Candidates should have 1-2 years of experience, be detail-focused, and possess a solution-oriented mindset. Salary will be commensurate with experience.

Qualifications

• 1-2 years of proven experience in a similar role.
• Experience in managing calendars, travel arrangements, and handling confidential information.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact with stakeholders at all levels.

Responsibilities

• Purchase and maintain office stationery and packing materials.
• Manage complex schedules and calendars for Directors.
• Assist with personal and administrative tasks for the UK-based Director.
• Coordinate end-to-end travel arrangements.
• Schedule internal and external meetings, providing hospitality support.
• Handle pass applications and insurance claims.
• Oversee and delegate tasks to the Office Custodian.
• Research and compare options for services and products.

Skills

Proactive and self-starting

Solution-oriented mindset

Resourceful and persistent

Confident communicator

Cost-conscious and value-driven

Organized and detail-focused

Tools

Google Workspace

Job description

JOB RESPONSIBILITIES

Office Administration & Procurement

• Purchase and maintain office stationery and packing materials.
• Acting as the first point of contact for visitors.

Calendar, Travel & Personal Assistance

• Manage complex schedules and calendars for Directors across Singapore and the UK.
• Assist the UK-based Director with Singapore-based personal and administrative tasks.
• Coordinate end-to-end travel arrangements (flights, visas, car pickups, dining bookings, etc.).
• Coordinating with external service providers (Starhub, etc.) for the Chairman, Vice Chairman, and 3 Directors.
• Make phone calls and in-person visits when needed to follow up, expedite, or resolve issues efficiently (e.g., at clinics, embassies, service centers, stores).
• Run errands and manage pickups/drop-offs personally or via reliable services.

Meeting & Event Coordination

• Schedule internal and external meetings, often across time zones as needed.
• Provide hospitality support (serving tea/coffee to guests and executives).

Pass & Immigration Management

• Handle pass applications (PR, DP, LOC, etc.).
• Handle PR and Citizenship applications.

Insurance & Benefits Administration

• Manage insurance submissions, claims, and documentation for the Chairman, Vice Chairman, and 3 Directors.
• Maintain organized records of receipts and approved claims.

Document & File Management

• Safeguard and maintain confidential personal documents for executives and their families.

Team Supervision

• Oversee and delegate tasks to the Office Custodian.
• Supervise and monitor the performance of the Personal Driver servicing the Chairman, Vice Chairman, and 3 Directors.
• Liaise and oversee Director’s helper as needed.

Price Comparison & Cost Efficiency

• Research and compare multiple options for services, products, and vendors.
• Choose economical solutions without compromising quality, and present options with rationale.
• Track spending and highlight opportunities for cost savings.
• Anticipate conflicts and adjust proactively with minimal oversight.

Ad-Hoc Support

• Assist with special projects and assignments as required.

JOB REQUIREMENTS

Qualities

• Proactive and self-starting — takes initiative before being asked
• Solution-oriented mindset — always comes with options, not just problems
• Resourceful and persistent — follows through and gets things done
• Confident communicator — comfortable with calls, follow-ups, and in-person visits
• Cost-conscious and value-driven — always looking for the best deal without sacrificing quality
• Organized, detail-focused, and adaptable under pressure

Experience

• 1-2 years of proven experience in a similar role.
• Experience in managing calendars, travel arrangements, and handling confidential information.

ADDITIONAL REQUIREMENTS

• Ability to run personal errands or manage household/office logistics.
• Willingness to work flexible hours or outside standard office hours (if needed).
• Experience supporting C-suite executives.
• Own transport or willingness to travel out of office (if required).
• Discretion and confidentiality are essential.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact with stakeholders at all levels.
• Tech-savvy and fluent in tools like Google Workspace, messaging apps, and spreadsheets
• Salary commensurate with experience