Personal Assistant

About the role

We are seeking an experienced, proactive, and highly organized Personal Assistant / Secretary to provide high-level administrative support to the Chief Executive Officer (SG) and senior leadership team, as well as oversee daily office operations. In this role, you will manage complex calendars, coordinate travel, prepare materials for key board and management meetings, and streamline operational workflows while maintaining strict confidentiality. You will serve as a crucial liaison between department heads, internal teams, and external stakeholders to ensure seamless daily business operations.

Key responsibilities

• Manage complex executive calendars, coordinating high-level meetings across internal departments and external partners.
• Coordinate end-to-end travel itineraries, accommodation, and logistics for the CEO, Heads of Department, and senior management.
• Screen and prioritize incoming calls and communications to manage interruptions and ensure prompt redirection to relevant parties.
• Draft, review, and finalize official correspondence, memos, meeting agendas, and meeting minutes.
• Provide urgent operational support to Department Heads on matters requiring executive management attention.
• Monitor usage and control procurement costs for office supplies and equipment to avoid unnecessary expenditure.
• Coordinate daily operations with company drivers, including verifying monthly overtime claims, allowances, and petty cash submissions.
• Plan and execute departmental events, town halls, and internal training sessions.
• Maintain a structured physical and digital filing system to ensure data governance and quick retrieval.
• Prepare and format presentation decks, board papers, and meeting materials according to corporate standards.

Requirement

• Diploma or Bachelor's Degree in Business Administration, Management, or a related discipline.
• Minimum of 5 years of secretarial or executive administrative experience supporting senior management, preferably within banking, financial services, or corporate environments.
• Proficient in MS office application (Outlook, Word, Excel & Power Point).
• Excellent in both written and spoken English.
• High level of integrity and discretion when handling confidential and sensitive corporate information.
• Strong organizational, multitasking, and time-management skills with a strong attention to detail.
• Self-motivated, resourceful, and able to work independently with minimal supervision.
• Strong interpersonal skills with the confidence to communicate effectively across all organizational levels.