Personal Assistant Administrative Executive

4 days ago

Singapore SINGABITE PTE. LTD. Full time

**Job Overview**:
**Job Scope & Responsibilities**:
1. **Personal Assistant to Director**
- Coordinate meetings, prepare agendas, and take detailed minutes during meetings.
- Communicate effectively with internal departments and external stakeholders.
- Maintain confidential files and records in an organized manner.
- Handle travel arrangements, accommodation, and visa processing for executives, especially for China-related matters.
- Serve as a liaison between the China boss and other company departments, ensuring smooth communication.

2. **Administrative Support**
- Organise and maintain office filing systems, both digital and physical
- Manage office supplies, stationery, and basic vendor coordination
- Prepare reports, documentation, and assist in basic data entry
- Handle company mail, courier dispatch, and office correspondences

3. **HR & Office Operations**
- Coordinate onboarding and offboarding of employees (e.g. document collection, access card, uniform issuance)
- Maintain employee attendance records, leave tracking, and HR filing
- Liaise with office cleaners, technicians, and other service vendors

4. **General Coordination**
- Act as liaison between Director and internal departments
- Coordinate logistics for staff events, store openings, and meetings
- Support ad hoc assignments from the Director or Management

**Requirements**:

- ** Applicable to Singaporeans only due to quota limitations
- **Minimum 1-3 years**of experience as a Personal Assistant, preferably supporting senior executives or in a corporate or legal environment.
- **Bachelor’s Degree**in Business Administration, Secretarial Studies, or a related field.
- **Excellent command of English and Chinese**(both written and spoken).
- **Strong organizational skills**with attention to detail.
- Ability to multitask and prioritize workload efficiently.
- Experience in working with senior-level executives, preferably in a corporate or legal setting.
- Proficient in **Microsoft Office**(Word, Excel, PowerPoint).
- Familiarity with corporate governance, company secretarial practices, or the legal industry is a plus.
- Must be comfortable working with cross-cultural teams, especially liaising with China-based leadership.
- Ability to work independently with mínimal supervision.
- Flexible and able to adapt to the changing needs of a fast-paced work environment.
- Strong interpersonal skills, with the ability to build relationships and communicate effectively at all levels.

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