Personal Assistant

SHAW SERVICES PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading executive support firm in Singapore is seeking an organized Executive Personal Assistant to provide comprehensive support to the Director and family. Responsibilities include managing schedules, travel arrangements, and overseeing household management tasks. The ideal candidate will have at least 3-5 years of experience, exceptional communication skills, and proficiency in Microsoft Office Suite. This is an excellent opportunity to work closely in a family-oriented environment.

Qualifications

• Minimum of 3-5 years of experience as a Personal Assistant in Singapore.
• Able to anticipate the needs of the executive and take initiative.
• Meticulous and patient in work.

Responsibilities

• Assist to manage Director's schedule, including meetings and travel plans.
• Handle personal errands and tasks to support executive responsibilities.
• Maintain confidentiality and discretion in all family matters.

Skills

Strong written and verbal communication abilities

Proficiency in Microsoft Office Suite

Ability to work independently

Proactive and resourceful

Attention to detail

Education

Diploma degree and above

Degree in Business Administration, Secretarial Studies

Job description

Job Summary:

We are seeking a highly organized and proactive Executive and Family Personal Assistant (PA) to provide comprehensive support to Director and family and to work closely with the Office PA. The candidate will possess exceptional communication skills, a strong ability to manage multiple tasks.

Job Responsibilities:

1. Administrative Support:

• Assist to Manage Director's schedule, including arranging meetings, appointments, and travel plans.
• Assist to manage Director’s wife’s schedule and social correspondences and working with office PA to align the family’s schedule.
• Handle mails and liaise closely with office schedules and office PA.
• Handle confidential documents and ensure a proper filing.
• Handle insurance claims when required.

2. Travel and Expense Management:

• Assist to manage all travel schedule, including flights, accommodations, visas, booking or appointment in advance and itineraries.
• Follow up on tasks before, during, and after trips, manage potential changes to plans, and handle all matters promptly and efficiently.
• Handle personal errands and tasks as needed to support the executive's professional and personal responsibilities.

3. Family-Related Responsibilities:

• Manage a busy schedule for the family and domestic staff, including coordinating personal appointments, school activities, lessons, travel schedules, home purchasing and family events.
• Scheduling the children’s schedule, organizing and contacting various vendors to ensure details are updated (address, timing, keeping track of classes/make-up classes etc.)
• Ensure everyone knows where they are going on a day-to-day basis, noting special occasions for school, sports events, work travel etc. creating systems where necessary.
• Maintaining orderly operation and meticulous appearance of staff and systems.
• Working closely with Director and wife to manage domestic staff (hiring, firing, training, scheduling etc.)
• Oversee household management tasks, such as coordinating with domestic staff, managing household supplies, and handling maintenance issues.
• Handle the procurement of daily household supplies, as well as meal reservations and food packaging.
• Helping and overseeing the live-in cleaners to go the extra step in terms of household organization, creating systems where necessary.
• Ensure house maintenance schedule meets servicing quality levels (gardeners, pool maintenance, service and external vendors etc.)
• Helping and overseeing the household staff to go the extra step in terms of household organization, creating systems where necessary
• Assist to ensure house maintenance schedules meets servicing quality levels Handling special requests, errands, and related duties. Assist with event planning and execution.
• Assist with travel related itineraries where needed, for family vacations, including visa applications, transportation, accommodation, flights, booking or appointment in advance and itineraries.
• Maintain confidentiality and discretion in all family matters, ensuring the privacy of the Managing Director and the family.

4. Other works arranged by Director

Requirements :

1. Diplomadegree and above. Degree in Business Administration, Secretarial Studies, or a related field is priority.
2. Minimum of 3-5 years of experience as a Personal Assistant in Singapore.
3. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Ability to work independently and handle multiple priorities simultaneously.
5. Proactive and resourceful with a strong attention to detail.
6. Able to anticipate the needs of the executive and take initiative. Meticulous and patient in work.