1. Administrative Support & Coordination: - Handle confidential secretarial and administrative tasks
- Liaise with internal and external parties for personal and professional matters, ensuring efficiency and compliance with company policies.
- Assist the Managing Director with daily operations, including managing schedules, meetings, reminders, research tasks, and preparing reports.
- Prepare agendas, compile meeting materials, take detailed minutes, and follow up on action items for management and strategic meetings.
2. Director’s Personal Errands & Household Management: - Oversee and coordinate the director’s calendar, ensuring efficient scheduling of meetings, strategic sessions.
- Manage personal errands such as coordinating vehicle arrangements, paying bills, booking appointments, handling personal and family matters, and ensuring vehicle maintenance (e.g., insurance, road tax, servicing).
- Conduct weekly house inspections, coordinate with household staff (driver, maid, babysitter), and manage maintenance tasks (e.g., pool cleaning, lift servicing, etc.).
3. Travel and Event Planning: - Arrange travel itineraries, including flights, accommodations, ground transportation, and visa arrangements.
- Organize and coordinate events such as company dinners, trips, and corporate gatherings, including booking venues, managing logistics, and handling attendee arrangements.
- Manage meal arrangements and make restaurant reservations for the Director.
4. Finance and Claims: - Prepare and manage claims, including salaries for household staff, driver overtime, and petty cash.
- Prepare director’s claims & petty cash, and manage director’s personal and business expenses, ensuring accurate records (e.g., utility bills, management fees).
5. Other: - Must be able to provide daily support to the Director as required.
- Track tasks assigned to Heads of Departments (HODs), ensure timely follow-ups, and report back to the director.
- Perform any ad hoc tasks assigned by the Director and superior.
Role DefinitionThe Personal Assistant (PA) is a key support role responsible for managing the day-to-day administrative, operational, and personal tasks for the Managing Director. This position requires exceptional organizational skills, professionalism, and confidentiality to ensure smooth operations across personal, household, and professional matters. Accordingly, the following skills are required:
- Language Proficiency: Must be fluent in Mandarin and English, both spoken and written.
- Education: Diploma/Degree in Business Administration, Management, or a related field preferred. At least 1 to 3 years of relevant working experience is preferable.
- Skills: Strong organizational, time management, communication, and problem-solving skills. Advanced proficiency in MS Office Suite, calendar management software, and travel booking systems.
- Attributes: Professionalism, confidentiality, ability to stay calm under pressure, positive mindset, self-motivation, eagerness to learn, and attention to detail.
- Experience: Fresh graduates are welcome. Must be adaptable to a fast-paced, dynamic environment.
- Other: Must possess own transport.
