Personal Assistant to Management

FUTUREQUAD TECHNOLOGIES PTE. LTD.; Singapore; On-site; SGD 48,000 - 76,000; Full time

Job summary

FUTUREQUAD TECHNOLOGIES PTE. LTD. in Singapore seeks a proactive Executive Assistant to support company management with complex scheduling, travel arrangements, and confidential document handling.

You will liaise with internal teams and external stakeholders to ensure timely communication and delivery of tasks. The role requires a minimum of 3 years in similar roles, fluency in English and Mandarin, and strong organizational and multitasking abilities.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Management, Secretarial Studies, or a related field.
• At least 3 years of experience as an Executive Assistant, Administrative Assistant, or in a similar management support role.
• Effectively bilingual in English and Mandarin.
• Strong communication, coordination, and interpersonal skills.
• Detail-oriented, well-organised, proactive, independent with strong follow-through.
• Willing and able to travel occasionally.

Responsibilities

• Manage complex schedules for company management, including meetings, appointments, travel arrangements, and related coordination.
• Liaise with internal departments and external stakeholders to ensure timely communication and completion of tasks and deliverables.
• Assist in preparing, reviewing, and organising business documents, reports, presentations, meeting materials, and business correspondence.
• Coordinate meetings, prepare agendas, record action items, and follow up on deliverables.
• Conduct research, gather information, and prepare briefing materials to support management decision-making.
• Support project coordination, business administration, and cross-functional initiatives across different business functions.
• Assist with follow-up on sales enquiries, business correspondence, and business development activities.
• Travel occasionally to support business visits or other management-related matters.

Skills

Bilingual English & Mandarin

Education

Diploma or Bachelor's degree in Business Administration/Management/Secretarial Studies

Tools

Microsoft Office

Job description

Key Responsibilities

• 1. Management & Business Support
  • Manage complex schedules for company management, including meetings, appointments, business engagements, travel arrangements, and related coordination.
  • Liaise with internal departments and external stakeholders to ensure timely communication, follow-up, and completion of assigned tasks and deliverables.
  • Assist in preparing, reviewing, and organising business documents, reports, presentations, meeting materials, and business correspondence.
  • Coordinate meetings, prepare agendas, record action items, and follow up on agreed deliverables.
  • Conduct research, gather information, and prepare briefing materials as required to support management decision-making.
  • Support project coordination, business administration, and cross-functional initiatives across different business functions.
  • Assist with follow-up on sales enquiries, business correspondence, and business development activities.
  • Travel occasionally, where required, to support business visits, potential business opportunities, or other management-related matters.
• 2. Travel & Administrative Coordination
  • Manage end-to-end business and personal travel arrangements for management, including flights, accommodation, local transportation, visa applications, and related documentation.
  • Plan and coordinate travel itineraries efficiently, ensuring schedules are practical and can be adjusted promptly when circumstances change.
  • Maintain accurate records, documents, and administrative files, ensuring proper organisation, confidentiality, and data accuracy.
• 3. Personal & Family Administrative Support
  • Provide administrative and coordination support for selected personal and family-related matters of management, including family schedules, children's activities, appointments, travel arrangements, and related logistics.
  • Coordinate arrangements with drivers, domestic helpers, and external service providers where required.
  • Assist with family travel arrangements, documentation, claims, record-keeping, and other ad-hoc administrative matters.
  • Maintain strict confidentiality and discretion when handling both company and personal information.
• 4. Other Support
  • Perform other administrative, coordination, and ad-hoc support duties as required by company management.

Requirements

• Diploma or Bachelor's degree in Business Administration, Management, Secretarial Studies, or a related field.
• At least 3 years of experience as an Executive Assistant, Administrative Assistant, or in a similar management support role .
• Effectively bilingual in English and Mandarin, as the role requires regular communication with Mandarin-speaking stakeholders and the handling of business correspondence and documents in both languages.
• Strong communication, coordination, and interpersonal skills, with the ability to work effectively with company management, internal teams, and external stakeholders.
• Detail-oriented, well-organised, proactive, and capable of working independently with strong follow-through and execution skills.
• Able to manage multiple priorities and adapt to a fast-paced working environment with changing requirements.
• Proficient in Microsoft Office, including Word, Excel, and PowerPoint.
• Strong sense of responsibility, sound judgment, discretion, and commitment to confidentiality.
• Willing and able to travel occasionally when required for business purposes.

We are committed to fair and merit-based employment practices. All qualified applicants will be considered fairly based on job-related requirements, in accordance with Singapore's Tripartite Guidelines on Fair Employment Practices.