The Personal Assistant provides dedicated day-to-day support to the CEO of the Business & Asset pillar, with primary ownership of his calendar, schedule, travel, and administrative matters. This is a hands-on, proactive role: the successful candidate is expected to anticipate the CEO's needs, plan ahead independently, and take initiative in organising recurring commitments rather than waiting to be instructed.
- Take full ownership of the CEO's calendar, proactively planning and scheduling meetings, including recurring commitments well ahead of time, without needing to be reminded or instructed
- Directly approach the CEO to confirm availability and preferred date/time for upcoming commitments, and follow up firmly
- Identify and resolve scheduling conflicts, prioritising competing demands on the CEO's time and flagging clashes early
- Handle travel arrangements such as flights, accommodation and ground transportation
- Manage travel and expense reimbursements
- Manage and prioritise emails, and requests directed to the CEO, filtering and flagging urgent matters
- Prepare, organise, and maintain documents, reports, and meeting materials for the CEO's engagements
- Attend meetings where required to take notes and track action items, following up to ensure timely closure
- Maintain filing systems and records for the Office of the CEO in an organised and easily retrievable manner
- Act as a point of contact between the CEO and internal/external stakeholders on scheduling and administrative matters
- Involving and assisting in the day-to-day operations by supporting the administrative work
- Handle sensitive and confidential information with the highest level of discretion
- Exercise sound judgement on what requires the CEO's immediate attention versus what can be managed independently
- Any other tasks as may be required
Requirements
- Diploma or Bachelor's degree in Business Administration, Communications, or a related field
- At least 2-4 years of relevant experience as a Personal Assistant, Executive Assistant, or Secretary to senior management, ideally C-suite or business-owner level
- Experience working in a fast-paced environment with shifting priorities is highly desirable
- Highly proactive, organised, and forward-planning — able to anticipate the CEO's needs and schedule ahead independently, rather than waiting for instructions
- Confident and assertive personality
- Strong written and verbal communication skills in English and Mandarin
- High degree of professionalism, integrity, and discretion in handling confidential matters
- Strong multitasking and time-management skills, with the ability to remain composed under pressure
- Good interpersonal skills and the ability to work effectively with senior stakeholders across the organisation
