Personal Assistant

Job Summary

The Personal Assistant provides comprehensive executive, administrative, and operational support to senior management, while also coordinating property-related matters including tenancy, maintenance, contractors, utilities, and documentation.

The ideal candidate is organised, proactive, discreet, resourceful, and able to exercise good judgement, manage multiple priorities, and work independently with minimal supervision.

Key Responsibilities

Executive Support

• Manage and maintain the executive’s calendar, appointments, and meetings.

• Screen phone calls, emails, and correspondence and respond when appropriate.

• Prepare reports, presentations, and documents as required.

Administrative Duties

• Handle travel arrangements including flights, accommodation, and itineraries.

• Maintain filing systems and ensure documents are properly organized.

• Track tasks, deadlines, and follow up on action items.

• Assist with office administration and coordination with internal departments

Property Management & Administration

• Coordinate and oversee the day-to-day management and administration of properties under the executive’s or company’s portfolio.

• Maintain proper records of property details, ownership documents, tenancy agreements, rental information, utilities, insurance, licences, and other relevant documentation.

• Coordinate with tenants, property agents, contractors, suppliers, building management, local authorities, and other relevant parties.

• Monitor rental collection, outstanding rental payments, tenancy renewals, and other tenancy-related matters.

• Coordinate property inspections, repairs, maintenance, renovations, cleaning, landscaping, security, and other property-related services.

• Obtain quotations from contractors and service providers and coordinate the necessary approvals where required.

• Follow up on repair and maintenance works to ensure they are completed properly and within the agreed timeframe.

• Monitor the condition of properties and promptly highlight defects, maintenance issues, safety concerns, or potential problems.

• Coordinate utility accounts, including electricity, water, internet, assessment, quit rent, and other property-related bills where applicable.

• Maintain a schedule of property-related expenses and ensure supporting documents and invoices are properly recorded.

• Assist in managing tenancy arrangements, including new tenancies, renewals, terminations, handovers, and inspections.

• Coordinate with lawyers, agents, contractors, consultants, and relevant parties on property-related matters when required.

• Maintain an updated property database and provide reports or summaries to management when required.

• Ensure important property-related deadlines, renewal dates, payments, inspections, and contractual obligations are properly tracked.

• Attend to urgent property-related matters and coordinate appropriate solutions promptly.

• Carry out other property-related duties and ad-hoc assignments as directed by management.

Communication & Coordination

• Act as a liaison between the executive and internal and external stakeholders.

• Coordinate meetings, events, and business engagements.

• Follow up and liaise with multiple stakeholders to ensure tasks and projects are completed on time.

Confidential & Personal Support

• Handle sensitive and confidential information with discretion.

• Assist with personal arrangements or errands when required.

• Support the executive in managing both professional and personal commitments.

Proactive & Professional Approach

• Proactively follow up on pending matters and ensure tasks are completed on time.

• Identify potential issues, delays, or missing information and address them promptly.

• Use good judgement and common sense when handling day-to-day matters.

• Prioritise tasks based on urgency and importance, and work independently where appropriate.

• Clarify instructions when necessary and double-check important details before finalising work.

• Source information, obtain quotations, compare options, and recommend practical solutions when required.

• Keep management informed of important updates, issues, and changes.

• Take responsibility for mistakes and act promptly to rectify them.

• Remain flexible and adaptable to changing priorities and urgent or ad-hoc requirements.

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.

• Proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.

Working Experience Required

• Minimum 2–5 years of working experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or in a similar role.

• Experience supporting senior management or C-level executives will be an added advantage.

• Experience handling confidential information and sensitive matters with discretion.

• Experience working in a corporate or fast-paced environment is preferred.

Key Skills & Requirements

• Able to work independently with a strong sense of urgency.

• Systematic, organized, and detail-oriented in managing tasks and documentation.

• Strong problem-solving ability and capable of sourcing solutions independently.

• Ability to follow up and coordinate effectively with multiple stakeholders.

• Capable of maintaining proper records and keeping track of documents and matters efficiently.

• Possess a valid driving license and able to drive (preferred).

• Ability to understand or communicate in Chinese will be an advantage.

• Willing and able to respond to urgent matters outside of normal working hours when required.

Working Conditions

• Based at the company office.

• May require occasional travel or extended working hours depending on executive schedules.

• The position requires a high level of confidentiality, flexibility, responsiveness, and professionalism.