Personal Assistant

Job Responsibilities

Administrative Support

• The Personal Assistant will report directly to the Chief Executive Officer (CEO).
• Schedule meetings and manage CEO calendar.
• Provide day-to-day administrative support.
• Prepare and distribute meeting agendas, minutes and supporting documents.
• Responsible for tracking and follow-up on action items arising from HOD meeting minutes.
• Manage and maintain organized records, oversee letter correspondence and handle filing systems for the CEO office to ensure easy access and maintain the confidentiality of information.
• Manage the CEO appointments and travel arrangements efficiently.

Governance and Compliance

• Support compliance with statutory and regulatory obligations.
• Assist in the preparation and filing of documents, regulatory reports and other legal documents.
• Help organize board and committee meetings, including drafting resolutions and minutes.

Communication and Coordination

• Serve as a liaison for internal and external stakeholders on secretarial matters.
• Distribute board materials promptly and manage related communications.
• Communicate with shareholders and relevance authorities.

Record Keeping and Documentation

• Maintain statutory registers and ensure records are accurate and up to date.
• Oversee the filing and secure storage of contracts, agreements and corporate documents.
• Support the implementation of document retention policies in compliance with legal standards.
• Maintain confidentiality and handle sensitive information with discretion.
• Apply basic accounting knowledge to review financial data, assist in budgeting and prepare simple reports (advantageous).

Meeting and Event Coordination

• Act as the first point of contact and represent the CEO in meetings, correspondence and preliminary deal discussions.
• Organize logistics for board meetings.
• Manage meeting arrangements including venues and conferencing tools.
• Ensure all resources and documentation are prepared and available in advance.

Special Projects and Support

• Assist with corporate projects and initiatives.
• Assist in strategic implementation.
• Managing project related tasks, ensuring timely monitoring and execution of assigned activities.
• Perform ad hoc tasks and duties as assigned by the CEO.

Job Requirements

• Bachelor’s Degree in Business Administration, Office Management, Secretarial Management or related field.
• Minimum 3-5 years of experience in a secretarial or administrative role, preferably within a public listed company or legal environment.
• Possess good written and oral communication skills.
• Highly organized, detail-oriented and able to work independently with minimal supervision.
• Strong analytical mindset with the ability to filter and prioritize deals effectively.
• Excellent English communication skills, both written and verbal, with sound judgment and decision-making abilities.
• Proficiency in MS Office and Outlook, good in Excel analysis, Word and PowerPoint.
• This position demands a proactive individual who can efficiently manage the CEO office tasks while upholding the highest level of professionalism and confidentiality.