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Jobs in Singapore   »   Jobs in Singapore   »   Administrative / Clerical Job   »   Executive Personal Assistant / Secretary
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Executive Personal Assistant / Secretary

Vanguard Software Pte. Ltd.

JOB SUMMARY


We are seeking a highly organized and detail-oriented Executive Personal Assistant / Secretaryto support management. In this dynamic role, you will manage both business and personal responsibilities, ensuring smooth daily operations and seamless meeting arrangements


JOB DUTIES

  • Manage the executive’s business and personal/family schedules, prioritizing appointments, travel arrangements, and other activities.
  • Anticipate and fulfill the executive’s needs, from coordinating appointments and securing reservations to handling household logistics and personal errands.
  • Oversee travel logistics with a focus on comfort and efficiency, ensuring smooth transitions between locations.
  • Manage personal finances, including payments, expense reports, claims, and maintaining financial records as instructed by the executive.
  • Maintain strict confidentiality and discretion regarding the executive’s personal matters, sensitive information, communications and business documents, both within and outside the organization.
  • Research and source vendors, services, and products as requested by the executive.
  • Perform any other ad-hoc tasks assigned.


JOB REQUIREMENTS

  • At least 5 years of experience as a Personal Assistant or in a similar role, ideally supporting C-suite level management.
  • Impeccable organizational skills, with the ability to manage multiple personal and professional tasks simultaneously.
  • Strong communication and interpersonal skills, with a professional and discreet demeanor.
  • Proficient in MS Office Suite and/or Google Workspace tools (e.g., Google Docs, Sheets), and comfortable navigating online platforms and booking systems.
  • Exceptional problem-solving skills, with the ability to source solutions independently, often under time pressure.
  • Tech-savvy, with experience using project management tools, communication platforms (e.g., Slack, Zoom), and social media tools.
  • Strong writing and presentation skills for drafting professional emails, reports, and presentations on behalf of the executive.
  • Crisis management skills, with the ability to handle urgent or unexpected situations calmly and efficiently.
  • Thrive in a fast-paced environment with excellent time management skills.
  • Quick learner, particularly in flight/itinerary planning, hotel/accommodation arrangements, and restaurant recommendations.
  • Ability to work flexible hours to accommodate the executive’s global schedule.
  • Willingness and flexibility to travel as required.
  • Fluent in both English and Chinese (written and spoken) to liaise with both English and Mandarin speaking stakeholders, business partners, clients and guests.


Bonus Skills:

  • Understanding of basic health and wellness practices to support the executive’s lifestyle.
  • Familiarity with fine dining and wine to help organize events involving the executive.
  • Event planning experience to help organize both corporate and personal events.
  • Multi-lingual skills to navigate international settings and enhance communication with global contacts.
  • Basic legal or compliance knowledge to assist with contracts, agreements, or regulatory matters.
  • Build positive relationships and interfaces with internal or external stakeholders, clients, and team members effectively.

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