Personal Assistant to MD (5 days / Jurong East)

VAULT PERSONNEL PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A dynamic company in Singapore seeks an Executive Assistant to provide high-level support to the Managing Director. The successful candidate will manage the MD’s calendar, coordinate meetings, and liaise with stakeholders, while ensuring confidentiality and professionalism. Essential skills include fluency in Mandarin and proficiency in Microsoft Office, along with a diploma in a relevant field.

Qualifications

• Minimum Diploma in Business Administration or related discipline.
• 2-6 years of experience supporting top-level management.
• High-level skills in Microsoft Office applications.

Responsibilities

• Oversee MD's calendar and organize meetings efficiently.
• Act as main contact for internal and external inquiries.
• Manage confidential information with discretion.

Skills

Attention to Detail

Communication

Fluency in Mandarin

Education

Diploma in Business Administration

Tools

Microsoft Office

Digital Collaboration Platforms

Job description

Responsibilities:

Email & Calendar Coordination
- Oversee the Managing Director’s (MD) calendar with accuracy, organizing meetings, engagements, and travel plans to maximize efficiency and prioritize commitments.

- Review and triage incoming emails, drafting replies or redirecting messages as needed to guarantee prompt communication.

- Screen and route telephone calls, distribute incoming correspondence, and ensure timely follow-up on urgent or high-priority issues.

- Maintain precise and orderly records utilizing advanced office communication platforms, managing both digital and physical documentation with great care.

Stakeholder Liaison
- Act as the main contact point for internal and external parties, professionally handling inquiries and delivering or redirecting information to sustain smooth operational workflows.

- Promote clear and timely interaction between leadership and departments to ensure alignment with organizational goals.

- Utilize fluency in Mandarin to collaborate effectively with China-based colleagues and partners, facilitating seamless cross-border exchanges.

Confidential Information Management & Sensistive Documents
- Manage confidential and sensitive data with the highest discretion and professionalism, protecting company strategies, financial records, and personnel information.

- Advise the MD on urgent and high-priority matters, ensuring proper follow-up and resolution of critical tasks.

- Keep electronic and physical filing systems well-organized, easily accessible, and current to facilitate efficient document retrieval.

- Draft, review, and polish correspondence, reports, and presentations to uphold accuracy and professionalism.

Meeting Coordination
- Prepare and circulate detailed agendas, supporting documents, and presentations for meetings, ensuring timely provision of all necessary materials to aid decision-making processes.

- Attend meetings to record comprehensive minutes, draft summaries, and monitor action items through to completion to ensure accountability and progress tracking.

- Maintain strict confidentiality during discussions of sensitive business or HR-related topics.

Support Functions
Assist the MD in tracking project timelines, key milestones, and deliverables to ensure initiatives remain on schedule.

Work collaboratively with cross-functional teams to collect essential data, prepare reports, and drive project goals forward.

Requirements:

- Minimum Diploma in Business Administration, Office Management, or a related discipline.

- Proven 2-6 years’ experience as an Executive Assistant or similar position supporting top-level management.

- High-level skills in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other efficiency tools.

- Solid knowledge of digital collaboration platforms, project tracking software, and cloud storage solutions.