Personal Assistant

Consortium for Clinical Research and Innovation Singapore; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

An organization focused on clinical research in Singapore is seeking a Personal Assistant to provide high-level administrative support to the Head of HR & Administration. The successful candidate will manage schedules, coordinate meetings, handle correspondence, and perform various executive tasks while maintaining confidentiality. A minimum of 3 years' experience in a similar role and proficiency in Microsoft Office Suite are required. This role offers an opportunity to thrive in a dynamic environment.

Qualifications

• Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
• Exceptional organizational and time-management abilities.
• Strong attention to detail and accuracy.

Responsibilities

• Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
• Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.
• Organize complex travel itineraries, including flights, accommodation, and transportation.
• Prepare and proofread documents, reports, and presentations.

Skills

Organizational skills

Time-management

Written communication skills

Verbal communication skills

Microsoft Office Suite proficiency

Problem-solving mindset

Education

Diploma or Bachelor’s degree

Tools

Microsoft Office Suite

Job description

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Position Overview:

Reporting to the Head of Human Resource & Administration, the Personal Assistant (PA) will provide high-level administrative support, ensuring the efficient operation of the executive’s office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organizational goals.

Responsibilities:

• Calendar Management: Coordinate and manage calendar, including scheduling meetings, appointments, and travel. Prioritize and organize daily activities, ensuring efficient use of time.
• Communication: Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders. Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.
• Meeting Coordination: Arrange and prepare materials for meetings, including agendas, presentations, and reports. Take minutes during meetings and follow up on action items as required.
• Travel Arrangements: Organize complex travel itineraries, including flights, accommodation, and transportation. Ensure all travel‑related documentation and arrangements are completed efficiently.
• Administrative Support: Prepare and proofread documents, reports, and presentations. Manage and maintain filing systems, both electronic and paper‑based.
• Confidentiality: Handle sensitive information with discretion and confidentiality. Ensure that all data and records are managed in compliance with company policies. Any ad‑hoc duties as assigned.

Requirements:

• Education: Minimum Diploma or Bachelor’s degree or equivalent experience.
• Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
• Skills: Exceptional organizational and time‑management abilities. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software. Ability to handle multiple tasks and prioritize effectively. High level of professionalism and discretion. Possess a valid class 3/3A driving license.
• Attributes: Proactive and self‑motivated with a problem‑solving mindset. Ability to work under pressure and meet tight deadlines. Strong attention to detail and accuracy.

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