Personal Assistant (1 year contract) - $5400

PERSOL; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

PERSOL in Singapore is seeking an experienced executive secretary to provide comprehensive secretarial, administrative and coordination support to the Chairman. You will manage the calendar, meetings and travel, liaising with senior management, China HQ, partners and government agencies.

The role requires excellent English and Mandarin, meticulous organization, and the ability to handle confidential information with discretion. Occasional overseas travel and flexible hours are expected.

Qualifications

• Bachelor’s degree with about 5 years relevant working experience.
• Excellent communication skills and highly proficient in both spoken and written English & Mandarin.
• Meticulous at work and has excellent interpersonal skills.
• Strong organization and time management skills, proactive to problem-solving.
• Ability to handle sensitive business data and other information with confidentiality and discretion.
• Able to travel overseas and willing to work flexible hours occasionally.

Responsibilities

• Provide comprehensive secretarial, administrative and coordination support to the Chairman, covering business, personal and family-related matters.
• Manage and coordinate the Chairman’s calendar, meetings, appointments, conferences and other engagements, including monitoring priorities and providing timely reminders.
• Serve as a key liaison between the Chairman, family members, senior management, China headquarters, business partners, clients, government agencies, banks and external service providers.
• Coordinate internal and external meetings, senior-management and VIP visits, corporate functions, business dinners and selected family events, including the necessary logistical arrangements.
• Plan and manage end-to-end business and personal travel arrangements for the Chairman, family members and senior executives, including flights, accommodation, visa applications, transportation, travel documents and itineraries.
• Prepare, review and manage correspondence, reports, presentations, application documents and confidential records in English and Mandarin.
• Handle financial and payment-related administration, including expense claims, credit-card reconciliations, invoices, purchase requests, reimbursements, recurring bills and payment tracking.
• Coordinate residential-property and household matters, including tenancies, rental payments, management fees, utilities, maintenance, repairs, property handovers, domestic-helper matters and household service providers.
• Assist with the preparation, submission and follow-up of personal and family documentation relating to immigration, residency, banking, tax, insurance, education and other government matters.
• Manage procurement and vendor coordination for office, household, meeting and gifting requirements, including telecommunications and basic technology-related matters.
• Maintain regular availability and responsiveness outside standard working hours, including evenings, weekends and public holidays when required.
• Provide administrative and coordination support to senior management when required and handle urgent errands or other ad hoc duties assigned by the Chairman or Management.

Skills

Calendar management

Bilingual English/Mandarin

Communication skills

Discretion

Travel coordination

Secretarial skills

Education

Bachelor’s degree

Tools

MS Office

Job description

Key Responsibilities

• Provide comprehensive secretarial, administrative and coordination support to the Chairman, covering business, personal and family-related matters.
• Manage and coordinate the Chairman’s calendar, meetings, appointments, conferences and other engagements, including monitoring priorities and providing timely reminders.
• Serve as a key liaison between the Chairman, family members, senior management, China headquarters, business partners, clients, government agencies, banks and external service providers.
• Coordinate internal and external meetings, senior-management and VIP visits, corporate functions, business dinners and selected family events, including the necessary logistical arrangements.
• Plan and manage end-to-end business and personal travel arrangements for the Chairman, family members and senior executives, including flights, accommodation, visa applications, transportation, travel documents and itineraries.
• Prepare, review and manage correspondence, reports, presentations, application documents and confidential records in English and Mandarin.
• Handle financial and payment-related administration, including expense claims, credit-card reconciliations, invoices, purchase requests, reimbursements, recurring bills and payment tracking.
• Coordinate residential-property and household matters, including tenancies, rental payments, management fees, utilities, maintenance, repairs, property handovers, domestic-helper matters and household service providers.
• Assist with the preparation, submission and follow-up of personal and family documentation relating to immigration, residency, banking, tax, insurance, education and other government matters.
• Manage procurement and vendor coordination for office, household, meeting and gifting requirements, including telecommunications and basic technology-related matters.
• Maintain regular availability and responsiveness outside standard working hours, including evenings, weekends and public holidays when required.
• Provide administrative and coordination support to senior management when required and handle urgent errands or other ad hoc duties assigned by the Chairman or Management.

Qualifications

• Bachelor’s degree with about 5 years relevant working experience.
• Excellent communication skills and highly proficient in both spoken and written English & Mandarin language (to liaise with Chinese speaking associates and colleagues in China).
• Meticulous at work and has excellent interpersonal skills.
• Strong organization and time management skills, proactive to problem-solving.
• Ability to handle sensitive business data and other information with confidentiality and discretion.
• Able to travel overseas and willing to work flexible hours occasionally.

We regret to inform that only shortlisted candidates will be notified.