Personal Assistant

KUNTAI OVERSEAS (SINGAPORE) PTE. LTD.; Singapore; On-site; SGD 55,000 - 75,000; Full time

Job summary

KUNTAI OVERSEAS (SINGAPORE) PTE. LTD. is seeking a dedicated Personal Assistant to provide comprehensive support to our executives and Director.

The role involves high-level administrative and personal duties to maintain smooth operations and confidentiality. You will manage complex calendars, coordinate travel and meetings, handle communications, prepare documents, and assist on projects. Proficiency in Chinese and Microsoft Office, plus strong organization, are essential for success in this

Qualifications

• Proficient in Chinese verbal and written communication.
• Strong organizational and multitasking abilities with time management.
• Willing to travel frequently with the Director.
• Experience in office administration and data handling.
• Basic understanding of key legal concepts in China.

Responsibilities

• Provide executive and Director support, manage schedules, meetings, minutes, and logistics.
• Coordinate domestic and international travel, visas, and arrangements.
• Screen and manage calls, emails, and internal/external communications.
• Organize digitize documents, manage records, and expenses.
• Build relationships with stakeholders and support projects and events.
• Handle personal assistance tasks, health, family activities.
• Oversee technology management and tools used by executives.

Skills

Chinese language proficiency

Office administration

Organizational skills

Time management

Leadership

Education

Pre-university education or above

Tools

Microsoft Office Suite

Job description

We are seeking a dedicated and highly organized Personal Assistant to provide comprehensive support to our high-level executives (“executives”) and Director. He/she will provide a wide range of high-level administrative and personal support to ensure a smooth and efficient operation.

Job responsibilities:

• Executive Support: Provide comprehensive support to the executives and Director, including co-ordinating and managing the schedules all of their appointments and meetings. This involves prioritizing the conflicting demands and ensuring all their schedules run without a hitch. Take minutes for internal meetings and follow up on action items. Coordinate the logistics for meetings, conferences, and events, both on-site and virtual.
• Travel Arrangements: Coordinate all of their domestic and international travel arrangements, including flights, accommodation, transportation, and visa requirements. Ensure the travel plans align with the executives’ and Director’s schedule and preferences.
• Communication: Act as a primary point of contact for the executives and Director. Screen, handle and prioritize their incoming phone calls, emails, and other forms of correspondences. Maintain effective communication within the organization and with external stakeholders.
• Document Management: Organize, maintain and digitize documents, files, and records, ensuring easy access and confidentiality as needed. Perform general administrative tasks, such as filing, record-keeping, and expense management.
• Relationship Management: Build and maintain positive relationships with stakeholders, clients, partners, and team members on behalf of the executives and Director, representing their interests professionally.
• Project Support: Co-ordinate, liaise with project teams, overseas team members, clients and external parties and manage special projects and events and to provide support for projects and initiatives which include researching, data analysis, preparing and editing documents, reports, presentations, and other documents as requested. Monitor project timelines, milestones, and deliverables to ensure all aspects are well-planned and executed accordingly and to provide regular updates to the Director, high-level executives and stakeholders.
• Personal Assistance: Provide personalize support to the executives and Director, which includes managing their personal appointments, handling their household matters, running their personal errands, prioritize their personal health and safety to help them stay fit and healthy to cope with long working hours or busy schedules and coordinating their family-related activities.
• Technology Management: Manage digital tools and platforms used by the executives and Director, troubleshoot technical issues, and stay updated on new IT technologies to enhance their productivity and efficiency.

Requirements:

• Have a basic understanding of key legal concepts, procedures, and compliance requirements in China to enhance effectiveness in supporting the executives and Director.
• Good knowledge of office administration procedures.
• Strong leadership skills in managing all the teams effectively.
• Strong organizational and multitasking abilities with good time management.
• Proactively anticipate, identify and address the executives’ and Director’s needs and come up with solutions to meet their needs.
• Flexibility to adapt to changing priorities, last-minute requests and impromptu situations in a fast-paced environment.
• Meticulous with an eye to details.
• Willing to accompany and travel frequently with the Director on his local and overseas official trips.
• Observe and maintain strict confidentiality relating to sensitive information, exercise discretion in handling confidential matters, and uphold professional ethics and standards at all times.
• Have a good business etiquette which is essential in formal and business settings.
• Proficient in Chinese verbal and written communication skills.
• Proficient in Microsoft Office (Excel, Outlook, Power Point and Word).
• Perform ad-hoc duties as requested.
• Stay fit and healthy to cope with work stress and perform effectively during demanding long working hours or busy schedules.

Education/Qualifications:

• Pre-university education or above.
• More than 3 years of work experience with at least 10 years of relevant experience in office administrative role(s).