Secretary Cum Personal Assistant

PRESTIGE PRODUCTS DISTRIBUTION PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A distribution company in Singapore seeks an experienced Personal Assistant to support the Chairman, CEO, and Senior Management. The ideal candidate will handle scheduling, correspondence, and office management duties efficiently. A minimum GCE ‘O’ Level with at least 7-10 years of relevant experience is required. Proficiency in English and MS-Office is essential. This position requires a responsible individual able to manage confidential information and work independently.

Qualifications

• Minimum 7-10 years of relevant experience.
• Pleasant, responsible and meticulous personality.
• Ability to work independently and handle confidential information.

Responsibilities

• Schedule meetings and perform other secretary services.
• Make reservations for air tickets and accommodation.
• Coordinate with HR for Work Pass and VISA applications.
• Prepare monthly reports for management.
• Supervise clerical staff and ensure office premises are tidy.

Skills

Good command of spoken and written English

Good computer literacy with proficiency in MS-Office

Good communication and planning skills

Ability to handle confidential information

Education

Minimum GCE “O” Level

Job description

Reporting Line : Chairman, CEO and Senior Management

Job Responsibilities

• Schedule meetings, appointments and perform other secretary and concierge services.
• Make reservations (including amendments) for air tickets and accommodation bookings.
• Coordinate with HR in Work Pass and VISA renewals/applications for employees and visiting guests.
• Answer phone calls, take messages and handle all correspondences.
• Maintain diaries and minutes of meeting.
• Remind managers to furnish sales and reports prior to meetings.
• Send out reminders.
• Ensure proper filing of documents.
• Implement and improve procedures for office administrative tasks.
• Liaise with relevant organizations and clients when needed.
• Coordinate mailshots and similar publicity tasks.
• Perform monthly reconciliation of corporate credit card expenses.
• Meet-and-greet guests.
• Ensure accurate and timely payment of office bills and/or personal bills if he/she is PA of designated person(s).
• Look into meals and other dietary requirements when scheduling meetings/events/lunch/dinner.
• Prepare monthly reports for our Chairman, CEO and/or Senior Management.
• Ensure office premise (e.g. corridors pantry, rooms and toilets) has been managed properly, neat and tidy.
• Supervise cleaners, chauffeurs, junior/clerical/temporary staff, consultants and external vendors/workers within office perimeter.
• PA role only : Run personal errands and manage schedules.
• PA role only : Keep a record of personal expenses and ensure timely settlement of bills.
• PA role only : Manage personal banking and financial matters.
• Other ad-hoc duties when assigned.

Job Requirements

• Minimum GCE “O” Level and above with at least 7-10 years of relevant experience.
• Good command of spoken and written English.
• Good computer literacy with proficiency in MS-Office and other common software and Apps.
• Possess a pleasant, responsible and meticulous personality.
• Ability to work independently with minimal supervision.
• Ability to handle confidential information with care and vigilance.
• Good communication and planning skills.
• Ability to work long hours and occasionally, after office hours, on Saturdays and/or public holidays.

We regret that only short-listed candidates will be notified.