Personal Assistant & Admin Executive

The Personal Assistant & Admin Executive provides comprehensive executive, administrative, and office management support to the Senior Management and Directors. This role requires exceptional organisational skills, strong attention to detail, and the ability to manage both business‑related and personal matters with discretion and professionalism.

Key Responsibilities:

1. Executive & Personal Assistance

• Schedule meetings, appointments, and events for Senior Management and Directors.
• Provide timely reminders and coordinate attendance with internal and external stakeholders.
• Track pending matters, ensure timely closure, and provide regular updates to Senior Management.
• Manage correspondence, calls, and messages with professionalism and discretion.
• Assist with personal errands.

2. Travel & Logistics Coordination

• Plan and coordinate business travel, including visa applications, flights, accommodation, and transport arrangements.
• Prepare detailed travel itineraries and manage last-minute changes efficiently.
• Coordinate schedules with company drivers and ensure seamless transportation arrangements.

3. Office Administration & Facilities Management

• Manage cleaner and upkeep office upkeep and cleanliness.
• Maintain fire extinguisher, stationery and pantry inventories.
• Manage mail, meeting rooms, warehouse inventory.
• Coordinate office and aircon servicing, and filter replacements.
• Support office lease, office and motor vehicle insurance renewals.

4. Claims, Payments & Procurement Support

• Oversee general office operations, including procurement of stationery and pantry supplies.
• Liaise with building management, vendors, and service providers.
• Maintain proper filing systems and ensure accurate documentation of records and reports.
• Process Directors’ claims and follow up payments.
• Submit company driver’s claims on behalf.
• Assist procurement per SOP (3 quotes).

5. IT & Asset Administration

• Setup PC/printer/office access for new staff.
• Liaise with IT team for troubleshooting.
• Maintain mobile lines, DID lines, security access, CCTV, IT inventory, warranties.

6. Document & Records Management

• Scan signed documents for Finance.
• Arrange courier/mailing of documents.

7. Meetings & Communication Support

• Setup virtual meetings upon request by Senior Management and Directors.
• Coordinate documents requiring Senior Management and Director’s signatures.

8. Ad Hoc Responsibilities

• Undertake any tasks assigned by Senior Management and Directors.

Job Requirements:

• Minimum Diploma or Institute of Technical Education (ITE) certificate.
• 3 years of relevant working experience in an Executive/Personal Assistant or similar role is preferred.
• Proven experience in managing complex travel arrangements and itineraries in accordance with specific requirements.
• Strong interpersonal and communication skills at all organisational levels.
• Self-driven, quick learner with a proactive approach to problem-solving and innovation.
• High attention to detail, strong multitasking abilities, and excellent organizational skills.
• Analytical mindset with a focus on coordination and follow-ups.
• Comfortable with after-hours responsiveness.

Important Note: All new hires will be offered a yearly renewable employment contract, which may be renewed up to two times before conversion into permanent employment.