Personal Assistant to Director

3PA PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A consultancy firm in Singapore is seeking a Personal Assistant to manage the schedules of Senior Management, coordinate business trips, and handle general office administration tasks. The ideal candidate should have a minimum of Diploma / A Levels and 3 years of relevant experience. Strong interpersonal and organizational skills are essential for effective communication and problem-solving in this dynamic role. This is an excellent opportunity to contribute to a diverse range of projects.

Qualifications

• 3 years of relevant working experience as a Personal Assistant or similar role.
• Self-driven and quick learner with a proactive problem-solving approach.

Responsibilities

• Manage and maintain Senior Management’s calendars.
• Ensure timely reminders for appointments and meetings.
• Draft and prepare documents for meetings.
• Take minutes during meetings and ensure prompt circulation.
• Handle incoming calls and ensure smooth communication.

Skills

Interpersonal skills

Effective communication

Problem-solving

Attention to detail

Multi-tasking

Organizational skills

Education

Minimum Diploma / A Levels

Job description

As a full-fledged consultancy firm, 3PA Pte Ltd has been involved in a diverse range of projects embracing the full spectrum of architectural services. These include architectural design and feasibility studies, masterplanning, interior design and project management. Its comprehensive portfolio includes commercial, residential, institutional, industrial, civic, transport, religious, mixed-use developments, conservation, as well as interior & urban design.

Job Description:

• Manage and maintain Senior Management’s calendars.
• Ensure timely reminders for all appointments and meetings, notifying participants as needed.
• Draft, review, and prepare for meetings, ensuring all necessary documents are ready in advance.
• Take minutes during meetings and circulate them promptly.
• Track and follow up on pending matters and ensure closure with prompt updates to the Senior Management.
• Handle incoming calls, relay messages, and ensure smooth communication between Senior Management and other parties.
• Coordinate with other departments for documents requiring Senior Management’s endorsement.
• Maintain accurate and up-to-date management reports and documents.
• Represent Director at certain business appointments.
• Assist Director to coordinate and plan for business trips.
• Coordinate and manage travel plans, including visa applications, flight and hotel bookings, airport transfers (including vehicle bookings), and itinerary adjustments at short notice.
• Responsible for all general office administration tasks, including stocking of stationery and pantry supplies, and liaising with building management.
• Undertake any ad-hoc duties and additional tasks assigned by the Senior Management.

Requirements:

• Minimum Diploma / A Levels.
• 3 years of relevant working experience in a Personal Assistant / Executive Assistant or similar role.
• Strong interpersonal skills with the ability to communicate effectively at all levels.
• Self-driven, quick learner with a proactive approach to problem-solving.
• High attention to detail, strong multi-tasking abilities, and excellent organizational skills.