Personal assistant / Executive Personal Assistant for the Group Managing Director

We are seeking a highly organized, discreet, proactive and service-oriented Personal Assistant to provide comprehensive support to the Group Managing Director across personal, family, business and executive matters.

The role requires a high level of trust, confidentiality and flexibility. The successful candidate will work closely with the Group Managing Director and his family, managing day-to-day personal and family arrangements, appointments, travel, social engagements and selected business matters.

The candidate must be comfortable working in a fast-paced environment, handling changing priorities and attending to matters that may arise at short notice, including after office hours, weekends and public holidays when required.

Personal & Family Support

• Provide day-to-day personal assistance to the Group Managing Director and support the smooth management of his personal and family affairs.
• Manage and coordinate the Group Managing Director's personal calendar, appointments, commitments and schedules.
• Coordinate family-related appointments, activities, events, functions and other arrangements.
• Assist with arrangements relating to family members, including appointments, transportation, travel, dining, events and other personal commitments.
• Coordinate personal and family travel arrangements, including transportation, accommodation, itineraries, bookings and related arrangements.
• Assist in organizing family holidays, overseas trips, private functions, celebrations and other personal activities.
• Coordinate and follow up on household, lifestyle and personal arrangements where required.
• Assist with arrangements involving vendors, service providers, restaurants, hotels, clubs and other external parties.
• Assist with personal purchases, bookings, reservations, gifts and other arrangements as required.
• Support the Group Managing Director during personal and family events, social functions and other engagements when required.
• Be available to attend to urgent or short-notice personal and family matters when necessary.

Executive & Business Support

• Provide administrative and executive support to the Group Managing Director in selected business and management matters.
• Manage business appointments, meetings, correspondence, schedules and travel arrangements.
• Serve as a key point of contact between the Group Managing Director and internal and external stakeholders.
• Prepare presentations, reports, correspondence, proposals and other materials as required.
• Conduct research and gather information to support business discussions and decision-making.
• Assist with business development activities, client meetings, networking sessions and relationship management.
• Attend business meetings, dinners, networking events and selected social functions when required.
• Support the Group Managing Director in maintaining relationships with clients, business partners and other key stakeholders.

Coordination & Follow-Up

• Coordinate and follow up on matters, assignments and tasks personally delegated by the Group Managing Director.
• Liaise with internal departments, external parties, vendors and service providers to ensure matters are followed through properly.
• Monitor outstanding matters, deadlines, appointments and commitments, and provide timely reminders and updates.
• Coordinate meetings, management discussions, events and other activities involving the Group Managing Director.
• Ensure important personal, family and business matters are properly organized and followed through to completion.
• Proactively anticipate the Group Managing Director's needs and identify potential issues before they arise.
• Assist in resolving personal, family, administrative or business-related matters as required.

Confidentiality & Discretion

• Handle highly confidential information relating to the Group Managing Director, his family, personal affairs, business interests and company matters.
• Maintain strict confidentiality and exercise sound judgement when dealing with sensitive personal, family and business information.
• Maintain professional boundaries while developing a high level of trust and understanding with the Group Managing Director and his family.
• Represent the Group Managing Director professionally and discreetly when dealing with external parties.
• Ensure personal and family matters are handled with sensitivity, respect and professionalism at all times.

Requirements

• Minimum 1 years of relevant experience as a Personal Assistant, Executive Assistant, Executive Secretary, Management Assistant or similar role.
• Experience supporting a Managing Director, CEO, business owner, high-net-worth individual or senior executive will be an added advantage.
• Experience handling personal and family arrangements, private events, travel or lifestyle-related matters is highly preferred.
• Strong organizational, coordination and time-management skills with excellent attention to detail.
• Excellent communication and interpersonal skills with the ability to interact professionally with internal and external stakeholders.
• Strong follow-up, problem-solving and multitasking abilities.
• Able to work independently, prioritize effectively and manage multiple personal, family and business matters simultaneously.
• Mature, responsible, reliable and service-oriented with a strong sense of ownership.
• High level of integrity, discretion, professionalism and confidentiality.
• Comfortable handling sensitive personal and family matters with tact and maturity.
• Flexible and adaptable to changing schedules, urgent requests and short-notice requirements.
• Willing to work outside normal working hours, including evenings, weekends and public holidays, when required.
• Willing to travel locally and overseas as required to support the Group Managing Director and his family.
• Possess a valid driving license and be comfortable with travelling or making arrangements for transportation when required would be an added advantage.