Travel & Personal Assistant

ANTARES MANAGEMENT SERVICES PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

A professional services firm in Singapore is looking for a highly organized and resourceful Travel & Personal Assistant to support the CEO. This role entails managing travel arrangements, calendar management, and office facilities coordination. Candidates should have a minimum of 5 years of experience in a similar role, possess strong judgement and communication skills, and be capable of handling sensitive information discreetly. The position demands independence and the ability to work under minimal supervision.

Qualifications

• Minimum 5–8 years’ experience supporting a senior executive, entrepreneur, or family office.
• Strong experience in complex travel planning and logistics.
• Mature, discreet, and trustworthy with excellent judgement.

Responsibilities

• Plan and coordinate end-to-end travel arrangements for the CEO.
• Manage the CEO’s calendar, appointments, and meeting schedules.
• Coordinate day‑to‑day office facilities matters with building management.

Skills

Organisational skills

Sound judgement

Strong communication skills

Resourceful

Independently work

Job description

Travel & Personal Assistant (Full Time)

We are seeking a highly professional, discreet, and resourceful Travel & Personal Assistant to support a senior business leader with regional responsibilities. This role requires strong organisational skills, sound judgement, and the ability to manage both business and selected personal administrative matters with maturity and confidentiality.

Key Responsibilities

Travel Planning & Logistics (80%)

• Plan and coordinate end-to-end travel arrangements for the CEO, including flights, accommodation, ground transport, and detailed itineraries, for both business and selected personal travel.
• Research and recommend dining options, activities, and experiences aligned with the CEO’s preferences for business and selected personal travel.
• Coordinate overseas meetings, events, and engagements, including venue sourcing, logistics, and vendor liaison where required.
• Manage VIP arrangements such as lounge access, priority services, and special requests.
• Prepare and manage travel documentation, including visas, insurance, and related records.
• Ensure travel plans are cost-effective, well‑organised, and executed with precision.
• Budgeting & Expense Administration
  • Track travel and related expenses, manage receipts, and prepare expense claims.
  • Liaise with Finance Department to ensure timely submission and compliance with internal policies.
• Coordinate booking for selected leisure and recreational activities (eg. sports facilities, classes or events) as required.
• Provide support on ad‑hoc administrative and coordination matters as required by the CEO’s office.

Calendar Management & Executive Support (10%)

• Manage the CEO’s calendar, appointments, and meeting schedules.
• Act as a gatekeeper for the CEO, managing emails, calls, and correspondence professionally.
• Prepare briefing materials, schedules, and notes for meetings as required.
• Draft and coordinate communications on behalf of the CEO when necessary.
• Stakeholder Coordination
  • Liaise with internal stakeholders (e.g. senior management, board members) and external partners, vendors, and service providers.
  • Maintain strong working relationships while exercising discretion and professionalism.
• Exercise sound judgement in all matters relating to the CEO’s office.

Office Facilities & Administration Support (10%)

• Coordinate day‑to‑day office facilities matters, including liaising with building management, vendors, and service providers.
• Oversee office supplies, pantry items, and basic facilities upkeep to ensure a well‑maintained and professional work environment.
• Act as the point of contact for office maintenance issues and follow up on resolutions in a timely manner.
• Assist with onboarding logistics (e.g. workspace setup, access cards) in coordination with relevant internal teams.

Requirements

• Minimum 5–8 years’ experience supporting a senior executive, entrepreneur, or family office.
• Strong experience in complex travel planning and logistics.
• Highly organised, resourceful, and able to work independently.
• Mature, discreet, and trustworthy with excellent judgement.
• Strong communication skills and professional presence.
• Comfortable with occasional after‑hours coordination related to travel or urgent matters.
• Demonstrated strong ability to handle sensitive business and personal information with highest level of confidentiality.