Personal Assistant/ Secretary

Substance | Level Up by Substance; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

A dynamic company in Singapore is looking for a Personal Assistant/Secretary to provide comprehensive support to the executive team. Responsibilities include managing schedules, coordinating communications, and ensuring the office functions smoothly. The ideal candidate has experience in administrative roles, excellent organizational skills, and proficiency in Microsoft Office. Key benefits include performance bonuses, paid time off, and private health insurance.

Benefits

Performance Bonus

Paid Time Off

Private Health Insurance

Qualifications

• Proven experience as a Personal Assistant, Secretary, or in a similar administrative role.
• Exceptional organizational skills and attention to detail.
• Outstanding verbal and written communication skills.
• High level of confidentiality and discretion in handling sensitive information.

Responsibilities

• Manage executive calendars, scheduling meetings, and appointments.
• Prepare and organize meeting materials and track action items.
• Handle all correspondence including emails and phone calls.
• Coordinate travel arrangements and itineraries for executives.

Skills

Organizational skills

Verbal communication

Written communication

Attention to detail

Proficiency in Microsoft Office Suite

Multitasking

Interpersonal skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Our commerce client is on the hunt for a dynamic and detail-oriented Personal Assistant/Secretary to provide comprehensive administrative support to the executive team. This role is pivotal in ensuring that day-to-day operations run seamlessly, while you manage schedules, coordinate communications, and maintain efficient office functioning. If you are organized, proactive, and possess excellent communication skills, we want you to join our team!

You will

• Manage executive calendars, scheduling meetings, and appointments with precision and discretion.
• Prepare and organize meeting materials, track action items, and take detailed notes during discussions.
• Handle all correspondence, including managing emails, phone calls, and postal communications.
• Coordinate travel arrangements and itineraries for executives, ensuring smooth logistics.
• Maintain an organized filing system, both physical and electronic, to ensure easy access to documents.
• Assist with the preparation of reports, presentations, and other required documentation.
• Support special projects and initiatives as assigned, contributing to team objectives.
• Act as a liaison between the executive team and other staff, clients, and stakeholders.

Requirements

You will bring

• Proven experience as a Personal Assistant, Secretary, or in a similar administrative role.
• Exceptional organizational skills and attention to detail.
• Outstanding verbal and written communication skills.
• High level of confidentiality and discretion in handling sensitive information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills and a customer-oriented mindset.
• Experience in a corporate or dynamic office environment is preferred.

Benefits

• Performance Bonus
• Paid Time Off
• Private Health Insurance

At Substance, we’re all about action, not just talk. If your profile aligns with what we need, you’ll hear from us within 1-2 weeks. If not, no fluff—just know we value your interest and will keep you in mind for future roles where your skills can make an impact. We focus on real connections and meaningful matches, so when the right opportunity comes, we’ll be ready to make it happen.

Getsubstance.co Pte. Ltd. | EA License No: 24C2398