Personal Assistant - Toa Payoh

We are looking for a Personal Assistant to support our Director. If you are a driven individual who love to be on the move, we want you! In this career, no two days are the same!

Essential/Primary Responsibilities:

Assists the Director with daily personal administrative duties and completes a broad variety of tasks to ensure the Director’s day run smoothly. This includes:

1. Calendar, Communication & Time Management:

• Manage an active calendar of daily appointments and events for the Director.
• Able to adapt to the changing needs of the Director and to adjust any schedule items as required.
• Plan, coordinate and ensure the Director’s schedule is followed and respected.
• Screen and manage phone calls for the Director; Assist in circulating documents for signatures.
• Manage time effectively for the Director, ensuring focus on high-priority and important tasks.

1. Travel Arrangements:

• Manage detailed travel plans, itineraries and agendas which includes booking of flights, accommodation, visa applications, transportation etc.
• Organize and maintain receipts, records, and documentation for company claim.
• Prepare and submit expense report for the Director.

1. Information Management:

• Conduct research, gather information and present data in a succinct and well-written manner.
• Distil all information received to a timesaving yet informative summary to the Director.

1. Event Planning:

• Assist in planning and organizing personal events, conferences or functions.

1. Liaison Role:

• Act as a liaison between the Director and other staff members and external contacts.
• Works closely and effectively with the Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately.

1. Personal Support:

• Provide personal support to the Director, which include managing personal appointments, running errands or engaging in other activities (e.g. daily life tasks such as dropping off /picking up of personal items).
• Be on-call and on standby, continuously available. Must be ready to assist whenever required.
• Flexibility to travel as and when required.
• Able to work flexible hours when required.
• Any other ad-hoc assignments/projects assigned by the Director.

Experience & Education:

• Diploma / Certification in Business Management
• Minimum 3 relevant experience in providing significant secretarial / personal administrative support

Skills & Abilities:

• Being a trusted confidante and exercise utmost discretion and maintain confidentiality at all times.
• Strong organisational skills & problem solving – able to anticipate potential issues and proactively resolve them.
• Being intuitive – Ability to anticipate the needs of the Director, well before she expresses her needs.
• Tech-savvy and having technological prowess - Proficient in Microsoft Office e.g. Outlook, Word, Excel.
• Ability to work independently and work under pressure at times to handle a wide variety of activities.
• Ability to exercise good judgment in a variety of situations, with strong written and verbal communication.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to multitask and switch gears at a moment’s notice.