[ref. j99858516] Queenstown - Executive Personal Assistant
Recognized as one of Singapore’s top 10 fastest growing companies, Hegen takes pride in creating practical solutions that combine thoughtful designs with functionality and sustainability for time-strapped parents.
THE ROLE
We are seeking an experienced Executive Personal Assistant to join our fast-growing business. In this key role, you will be instrumental in supporting the leadership team and ensuring the smooth execution of executive operations. As a trusted partner to the C-suite, you will help drive organizational goals by providing high-level administrative and strategic support.The dynamic nature of this role requires a high degree of adaptability, consistency, and the ability to handle sensitive information with utmost confidentiality. Success in this position calls for a blend of administrative excellence, strategic coordination, and unwavering professionalism.
Responsibilities:
- Serve as the first point of contact for the CEO & COO in managing and maintaining calendars, scheduling appointments and meetings as needed
- Manage all calendar needs across stakeholders in Singapore and regional countries
- Receive and evaluate incoming correspondence and communication for the CEO and COO
- Review documents, proofreading of contracts, legal and non-disclosure agreements for the CEO and COO
- Prepare for internal and external meetings which includes agenda preparation, minutes taking and preparation of research & presentation materials
- Handle complex travel arrangements (flights, accommodations, visa) and itinerary research & planning for both the CEO & COO business/personal travels
- Conduct research and analysis for the CEO/COO as and when required
- Support in the organising and execution of company-wide events on an ad-hoc basis
- Assist with family and domestic requirement as and when required by the CEO/COO
- Any other tasks as assigned
Requirements:
- At least 5 years of experience working in an office environment, performing administrative duties and providing exclusive support to C-suite
- Demonstrated experience working in fast-paced and/or high-growth environment
- Proactive problem solver with exceptional communication skills and meticulous attention to details.
- Amicable and pleasant demeanour to work effectively with different stakeholders and possess a can-do attitude
- Strong written and verbal communication skills
- Mandarin-speaking ability is mandatory for this role due to the nature of business operations as well as Mandarin-speaking clients and stakeholders
- Adaptable and resourceful to manage competing priorities and ensure organisational effectiveness
- Proven ability to anticipate needs and take proactive action.
- Always maintain discretion and demonstrate high levels of confidentiality and professionalism
- Strong sense of initiative, accountability and reliability
- Proficient in calendar, meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms and expense systems
- Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)
- Background in retail, FMCG, or related industries is advantageous
At Hegen, we are passionate about fostering a purpose-driven, inclusive and collaborative work environment where every team member can thrive. We are committed to supporting personal growth and offering opportunities for career development at every stage of your journey.
Be part of our dynamic vision to impact 100 million mothers worldwide. Apply now and embark on an exciting career journey with Hegen! You may also submit your resume and cover letter to [email protected].