Personal Assistant

4 weeks ago

Singapore Indoguna (singapore) Pte Ltd Full time

We are seeking a highly organized and efficient Personal Assistant to support our Managing Director (MD) and Chief Operating Officer (COO). The ideal candidate will be proactive, detail-oriented, and able to manage a variety of tasks to ensure the smooth operation of the executive team's schedules.

1. Calendar and Travel Management:

. Schedule and coordinate meetings, appointments, and events for the MD/COO.

. Plan and coordinate travel arrangements for the MD/COO and other company representatives.

. Manage hotel accommodations for business trips for the entire company, ensuring preferences and requirements are met.

. Coordinate hotel reservations, cancellations, and changes as needed.

. Arrange flights, ground transportation, and other logistics.

2. Communication and Documentation:

. Act as a liaison between the MD/COO and internal/external stakeholders.

. Handle incoming calls, emails, and correspondence on behalf of the executives, ensuring timely responses.

. Organize and maintain confidential files and documents for the executives.

. Prepare and edit reports, presentations, and other materials as required.

3. Meeting and Event Coordination:

. Assist in preparing agendas, documents, and materials for meetings.

. Attend meetings as required, take minutes, and follow up on action items.

. Prepare PowerPoint slides for MD/COO presentations, ensuring a professional and polished appearance.

. Help out in supporting company events, such as Dinner and Dance (D&D), by coordinating logistics and providing assistance as needed.

4. Expense and Time Management:

. Manage and reconcile expense reports for the MD/COO in a timely manner.

. Handle correspondence and assignments independently and professionally, meeting tight deadlines and schedules.

5. Specialized Tasks:

. Assist in arranging production tours and food tastings for customers.

. Liaise with brand managers, in-house chef, production manager, and other relevant parties to ensure smooth execution.

. Assist in arranging in-house lunches for MD's guests.

Qualifications

. Proven experience as a Personal Assistant or Executive Assistant.

. Excellent organizational and time-management skills.

. Strong written and verbal communication skills.

. Proficient in Microsoft Office Suite and scheduling tools.

. Experience in creating professional PowerPoint presentations.

. Discretion and confidentiality in handling sensitive information.

. Ability to work independently and collaborate effectively within a team.

. Flexibility to adapt to changing priorities and schedules.

. Preferably process at least Diploma in any field

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