Personal Assistant

Job description:

Company Profile

PaceSetters Organisation (PSO), established in 2008, is a Singapore-based financial consultancy specialising in the insurance industry, with over 150 financial consultants and staff. Recognised as one of the fastest-growing and most dynamic organisations in the sector, PSO positions itself as an "incubator of dreams" and a "home to individuals of change," fostering a family-centred, growth-oriented culture built on sharing willingly, caring genuinely, selling ethically, and dreaming impossibly. Through comprehensive training, mentorship, and leadership development, it nurtures competent and ethical financial professionals while promoting innovation, collaboration, and an entrepreneurial mindset that empowers consultants to think strategically, act purposefully, and achieve personal and professional excellence.

Job Description

The Personal Assistant (PA) will provide comprehensive administrative and operational support to a team of financial consultants. This role is crucial in ensuring smooth daily operations, effective client servicing, and timely execution of administrative tasks in a dynamic and fast-paced financial environment. The ideal candidate is organised, proactive, and creative, with a strong eye for detail and the ability to multitask efficiently while maintaining confidentiality.

Here is a polished and concise bullet-point version of your responsibilities:

Responsibilities

• Coordinate client meetings, appointments, and calls for financial consultants, ensuring efficient schedule management.
• Manage emails, messages, and client inquiries, providing timely responses or directing them appropriately.
• Set reminders and follow up on key consultant tasks to ensure deadlines are met.
• Prepare and maintain client documentation, reports, and policy follow-ups.
• Support consultants by creating presentation decks, proposals, and marketing materials using Canva and Microsoft Office.
• Assist with data entry, recordkeeping, and the maintenance of client databases and digital filing systems.
• Handle administrative and bookkeeping tasks, including expense tracking, invoice processing, and financial recordkeeping.
• Maintain accurate and updated corporate and client records with proper documentation and file organisation.
• Use software tools such as Word, Excel, PowerPoint, Google Workspace, and Canva to prepare reports, visuals, and project materials.
• Assist in planning and coordinating events such as client appreciation gatherings, seminars, and internal team functions.
• Perform all duties with discretion and confidentiality, especially when handling sensitive client and financial information.

- Skills and attribute we valued -

• Excellent organisational and time management skills, with the ability to prioritise and handle multiple tasks effectively under pressure.
• Strong written and verbal communication skills, with a professional and client-focused approach.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and Canva for design and presentation purposes.
• Creative eye for detail with the ability to design visually appealing materials using Canva.
• High level of discretion and confidentiality when handling sensitive client information.
• Proactive, resourceful, and adaptable in a fast-paced and dynamic work environment.
• Strong interpersonal skills and a collaborative mindset.
• Basic understanding of financial products, insurance services, or CRM systems is an advantage.
• Knowledge of data visualisation or presentation tools will be a plus.
• Confident, pleasant, and professional phone and email manner.
• A team player who is organised, detail-oriented, and tech-savvy.

- Benefits of joining us -

• Open concept layout office located near Novena MRT.
• Convenient access to various amenities such as restaurants, cafes, retail shops, banks, and fitness centers.
• Fun and Inspiring work culture.
• We encourage creativity and thinking out of the box.
• Exposure to the financial industry.

- Eligibility -

• A level, Diploma or Degree in Business Administration, Office Management, Finance, or an equivalent academic qualification

- Work Hours -

• Enjoy a balanced full-time role, Monday to Friday, 9:30 AM - 6:00 PM.
• Part-Timers are welcome too

Kindly note that only shortlisted candidates will be notified.

Job Types: Full-time, Part-time, Internship

Work Location: In person