Position Summary: As a full-time Personal Assistant, your primary responsibility will be to provide comprehensive P & C (Private & Confidential) administrative and secretarial support to the Executive Director (ED). Be highly mobile to support his activities. You will be ensuring efficient operations and effective communication within the organisation. Your role for the Executive Director will involve managing calendars, organizing meetings and events, handling correspondence, follow-up, handling confidential information and meticulous with air-travel arrangements with the utmost professionalism.
Job Responsibilities:
Correspondence and Communication:
- Manage incoming and outgoing corresp ondence, including emails, letters, and phone calls, WhatsApps and prioritize messages appropriately.
- Take dictation, meeting minutes and follow-up on matters arising.
- Draft and prepare official correspondence, reports, and presentations as required.
- Assist Executive Director to track/remind HODs of important tasks and deadlines.
- Ensure effective communication with all stakeholders. Ensure & assist effective corporate communications both internally (within Singapore office, within the group companies), and to support corporate on external communications
Calendar Management and Administrative Support including:
- Coordinate travel arrangements and accommodation for Executive Director attending conferences, workshops, or other events.
- Must attend meetings with Director, take and circulate minutes of day-to-day meetings and follow up on action items stated in the minutes (if requested).
- Provide other administrative support to other teams in the Company as directed by the ED.
Meeting and Event Coordination:
- Arrange and coordinate meetings, workshops, and other events, including venue bookings, catering, and logistics.
- Prepare meeting agendas, take minutes, and distribute them to relevant stakeholders.
- Ensure close monitoring of all Schedules, meetings and appointment are being carried out with the respective personnel
- Follow up on action items and ensure timely completion.
Confidentiality and Data Management:
- Handle confidential and sensitive information with discretion and maintain a high level of confidentiality at all times.
- Maintain accurate and up-to-date records, databases, and filing systems, both electronically and in hard copy.
Job Requirements:
- Diploma in business administration or Secretarial experience or relative field; additional qualifications in office administration or related fields are a plus.
- At least 5 years of proven experience as personal assistant, executive secretary, or in a similar administrative role in corporate management.
- If you have experience working in a Construction company is a plus.
- Excellent organizational and time management skills, with the ability to prioritize tasks and work under pressure.
- Strong verbal and written communication skills, with attention to detail.
- Proficient in using MS Office, including word processing, spreadsheet, and presentation applications.
- Strong interpersonal skills and the ability to work effectively as part of a team.
- Flexibility and adaptability to manage multiple tasks and changing priorities
