Personal Assistant to CEO / Office Manager

Armstrong Asia; Singapore; Sur place; SGD 100 000 - 150 000; Plein temps

Résumé du poste

Armstrong Asia seeks an experienced Office Manager & Personal Assistant to the CEO to partner closely with leadership and drive execution of priorities. The role blends office operations with strategic executive support, coordinating across regional leaders and ensuring timely follow‑through on actions.

You will manage calendars, prepare briefs, and support cross‑functional initiatives while maintaining discretion and efficiency in a fast‑paced environment.

Qualifications

• Minimum 8 years in executive support or business operations.
• Experience coordinating senior stakeholders across functions.
• Ability to learn quickly and maintain confidentiality.

Responsabilités

• Manage and prioritise the CEO’s calendar, meetings and travel.
• Prepare meeting agendas and briefing materials for attendees.
• Coordinate CEO-sponsored initiatives across functions and units.
• Maintain action trackers, milestones and deliverables.
• Supervise junior admin staff and oversee travel bookings.
• Use AI productivity tools to improve meeting prep and information flow.

Connaissances

Executive support

Stakeholder management

Project coordination

Discretion

Organisation

Formation

Bachelor’s degree / Diploma

Outils

AI tools

Description du poste

Armstrong is seeking an experienced and highly resourceful Office Manager & Personal Assistant to CEO.

The role combines general office administration with support for CEO priority management, cross-functional project coordination and stakeholder engagement. Working closely with the CEO and other leaders across Armstrong's regional businesses, the incumbent will help translate CEO priorities into well-organised actions, ensure timely follow-through and provide the CEO with clear and relevant information for decision-making.

Other than overseeing overall office administration, this role includes supervision of a junior administration executive, support corporate communications and coordinate selected cross-functional initiatives with relevant leaders.

We are looking for someone who is a fast learner, highly organised, discreet and comfortable operating with leaders. The successful candidate is not expected to be a subject-matter expert in every business function, but must be able to learn quickly, structure unfamiliar issues and ensure that priorities move from discussion to execution.

Responsibilities

CEO Priority & Executive Support

• Manage and prioritise the CEO's calendar, meetings, engagements and travel arrangements.
• Understand the CEO's priorities and ensure time and attention are allocated appropriately.
• Prepare meeting agendas, briefing materials, presentations and relevant background information to distribute to attendees.
• Manage sensitive information and communications with a high level of confidentiality and discretion.
• Coordinate selected CEO-sponsored initiatives across functions and Overseas Business Units.
• Maintain action trackers, milestones and agreed deliverables.
• Consolidate updates and provide the CEO with concise progress reports.
• Coordinate selected cross-functional projects, working with relevant functional leaders and subject-matter experts to organise stakeholders, information and follow-through including highlighting delays, risks or issues requiring CEO attention.

CEO Priority & Executive Support

• Manage and prioritise the CEO's calendar, meetings, engagements and travel arrangements.
• Understand the CEO's priorities and ensure time and attention are allocated appropriately.
• Prepare meeting agendas, briefing materials, presentations and relevant background information to distribute to attendees.
• Manage sensitive information and communications with a high level of confidentiality and discretion.
• Coordinate selected CEO-sponsored initiatives across functions and Overseas Business Units.
• Maintain action trackers, milestones and agreed deliverables.
• Consolidate updates and provide the CEO with concise progress reports.
• Coordinate selected cross-functional projects, working with relevant functional leaders and subject-matter experts to organise stakeholders, information and follow-through including highlighting delays, risks or issues requiring CEO attention.

Office Management

• Coordinate the day-to-day office operations
• Supervise and provide guidance to the administration executive for travel booking and general administration
• Ensure high standards of responsiveness, accuracy and follow-through.
• Identify opportunities to improve office administration processes, information flow and productivity.

Digital Productivity & Continuous Improvement

• Use appropriate digital and AI-enabled productivity tools to improve meeting preparation, information management, action tracking and CEO Office efficiency.
• Identify opportunities to streamline repetitive administrative and coordination processes.
• Apply appropriate judgement regarding confidentiality, data security and accuracy when using digital and AI tools.

Experience

• Minimum 8 years of relevant working experience, preferably in executive support for senior regional leaders, business operations, project coordination, corporate affairs or similar roles.
• Demonstrated experience coordinating senior stakeholders and cross-functional initiatives.
• Experience supervising or coordinating a small team would be advantageous.
• Strong track record of managing multiple priorities and following through on agreed actions.
• Experience in a regional or multinational environment is preferred.

Qualifications

• Bachelor’s degree / Diploma in discipline. Equivalent relevant professional experience will also be considered.
• Executive Judgement & Discretion: Exercise sound judgement in managing priorities, sensitive information and matters requiring CEO attention.
• Organisation & Prioritisation: Manage competing demands, changing priorities and multiple deadlines with strong attention to detail.
• Stakeholder Management: Build effective working relationships with senior leaders, colleagues and external stakeholders across different functions and cultures.
• Communication & Synthesis: Translate complex information into clear, concise and actionable briefings, presentations and communications.
• Business Curiosity & Adaptability: Learn unfamiliar business issues quickly, comfortable to ask effective questions to reduce unnecessary assumptions and work confidently across different functional areas.
• Execution & Follow-Through: Maintain momentum on agreed priorities, identify potential delays and ensure actions progress to completion.
• Digital Mindset: Confident in using productivity and AI-enabled tools appropriately to improve efficiency while maintaining confidentiality, accuracy and data security.