Location: Singapore
Employment type: full time
The Embassy of Belgium in Singapore is seeking a highly organized and experienced Personal Assistant to provide comprehensive administrative and logistical support to the Ambassador of Belgium in Singapore.
The Personal Assistant (PA) to the Ambassador will have the following tasks:
Manage the Ambassador's agenda
- Respond to all invitations and schedule meetings
- Take in charge the practical preparation of lunches, dinners, receptions, (sending invitations and monitoring of guest list, booking restaurant, chef, waiters, etc.) and make all the necessary practical preparation (invitations, names cards, menus)
- Keep the helper at the residence informed of the necessary visits and deliveries
- Coordinate the Ambassador's driver's schedule
- Coordinate the travel arrangement of the Ambassador including flights, accommodation and transport. Provide general administrative support, including filing and archiving documents.
Planning and organising official events
- Assist in the preparation of visits to Singapore by official delegations and the organisation of official Embassy events (National Day reception, events at the Ambassador's residence, etc.)
- Keep the list of contacts in Singapore and the share-point up to date with relevant documents
Responsible for the official communication of the Ambassador and the Embassy
- Answer telephone calls and emails on behalf of the Ambassador
- Draft the official correspondence of the Ambassador and the Embassy with the Singapore authorities
Responsible for the protocol affairs
- Prepare all necessary documents for the arrival and departure of diplomats and family and do the follow-up
- Handle all official invitations and answers to the Singapore authorities
Skills and qualifications required:
- Experience as a Personal or Executive Assistant in a diplomatic or corporate setting
- Excellent command of English, both spoken and written
- Fluency in French and or Dutch would be a strong asset
- Well-developed organisational skills
- Ability to work autonomously and as part of a team
- Discretion, confidentiality and reliability
- Show initiative and problem-solving abilities
- Good communication and interpersonal skills
- Good command of MS Office, Outlook
Working conditions: the successful candidate will be offered a one-year local contract (extendable). Only candidates already based in Singapore will be considered.
