Personal Assistant to Deputy CEO (2-Year Contract)

Yayasan MENDAKI; Singapore; On-site; USD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Personal Assistant to support the Deputy Chief Executive Officer. This role involves providing essential administrative support, managing schedules, and liaising with various stakeholders. The ideal candidate will have a diploma in Business Administration and a proven track record in administrative roles, showcasing excellent organizational and communication skills. This position offers a dynamic work environment where you will play a pivotal role in facilitating the DCE's initiatives and engagements. If you are proactive and thrive in fast-paced settings, this opportunity is perfect for you.

Qualifications

• 2-3 years experience as a Personal Assistant.
• Strong IT skills and proficiency in MS Office.

Responsibilities

• Manage the DCE's calendar and correspondence.
• Coordinate logistics for meetings and events.

Skills

Administrative Support

Communication Skills

Organizational Skills

Interpersonal Skills

IT Literacy

Teamwork

Education

Diploma in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

1. Job Summary

Reporting directly to the Deputy Chief Executive Officer (DCE), the job holder provides secretarial and administrative support to the DCE. The job holder serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the DCE. The job holder also serves as a liaison officer to the Malay/Muslim (MM) Political Office Holders (POHs), Yayasan MENDAKI Board of Directors (BoDs), Institutional Members and Individual Members.

The job holder is expected to work from 8:30 a.m. to 6:00 p.m. on weekdays. The job holder is largely expected to work in an office environment. On occasion, the job holder may need to work outside official hours on weekends to support in the running of events.

1. Key Responsibility Areas

Personal Assistant to DCE

• Assists the DCE with daily administrative duties that include managing a calendar of appointments, completing expense reports, composing and preparing correspondences, arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Coordinates logistics for meetings with the DCE both internally and externally, including collating meeting papers/presentations from the secretariats.
• Communicates directly and on behalf of the DCE with MM POHs, BoDs, members, donors, partners, staff, and others on matters related to programmatic initiatives as directed.
• Supports the DCE in external commitments related to service on external boards, committees and other groups.
• Devise and maintain DCE office filing systemincluding shared folder.
• Take notes and following up for meetings.
• Serves as the DCE’s administrative liaison to the MM POHs, BoDs, Institutional Members, and Individual Members of Yayasan MENDAKI.

Other Administrative Duties

• Covers the duties of PA to Deputy CEO and/or CEO (only PA’s duties) in his/her absence.
• Any other duties as directed and assigned by the Deputy CEO and CEO, for example, to support in staff engagement and organizational development effort for the Group that DCE is leading.

1. Requirements

• Minimum 2-3 years of working experience as a Personal Assistant.
• Minimum a Diploma in Business Administration or related disciplines example HR and organizational development.
• Able to work independently and in teams.
• Confident and has a good working attitude.
• Good written and verbal communication skills.
• Good interpersonal skills.
• Excellent organisational and time management skills with the ability to work with various stakeholders in a fast-paced environment.
• Strong IT literacy and ability to work proficiently with Microsoft Word, Excel and PowerPoint.