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Experienced Personal Assistant to Director – Family and Corporate Focus

3 weeks ago

Singapore Ecm Pte Full time

The Opportunity:

We are seeking a highly experienced, exceptionally organized, and dedicated Executive Personal Assistant to provide comprehensive personal and administrative support to our Principal. Operating from a well-established home office environment in Singapore, you will be pivotal in managing the Principal's complex schedule, personal affairs, household operations, and intricate travel arrangements. This is a long-term role for a proactive individual who excels in a dynamic private setting, values discretion, and thrives on ensuring efficiency and harmony within the Principal's life. The position offers significant responsibility, global exposure through travel coordination, and potential pathways to assist with broader family office activities. A minimum of 7-10 years in senior-level support is essential.

Key Responsibilities:

  • Executive & Personal Coordination:
  • Act as the central point for the Principal's activities, masterfully managing complex calendars, communications, and administrative needs across both personal and professional spheres.
  • Draft, prepare, and manage sensitive emails and correspondence with utmost discretion and professionalism on behalf of the Principal.
  • Efficiently manage personal and professional calendars, anticipating needs and proactively resolving conflicts to optimize the Principal's time.
  • Attend meetings as required, take precise minutes, and prepare clear summaries or reports.
  • Proactively gather and synthesize information to brief the Principal prior to engagements and ensure diligent follow-up on action items.
  • Household & Staff Management:
  • Assume responsibility for seamless household administration, including managing banking, overseeing payments, meticulous record-keeping, and assisting with budgeting/expense reporting.
  • Perform a key management and coordination role for household staff (e.g., maids, drivers, cooks), including scheduling, task delegation, and ensuring smooth daily operations.
  • Coordinate proactively with internal contacts and external service providers for all household matters, such as property upkeep, vehicle maintenance, and transportation logistics.
  • Handle mail management and the efficient arrangement of deliveries and couriers.
  • Travel, Events & Concierge Support:
  • Organize detailed and complex international/domestic travel itineraries (business and personal), handling all logistics including flights, visas, accommodations, dining, and ground transportation, often across multiple time zones, paying close attention to personal preferences.
  • Provide high-level concierge support during the Principal's travels.
  • Maintain updated records of travel preferences, loyalty programs, credits, and preferred vendors.
  • Assist with the creative planning and coordination of family events, celebrations, and gifting requirements.
  • Liaise with relevant parties to gather and consolidate trip expenses, preparing reports for review.
  • Occasional travel may be required to provide direct assistance.
  • Family Office Pathway & Ad-hoc Support:
  • Serve as a trusted primary point of contact, handling communications with discretion.
  • Conduct research and gather information on diverse topics to support decision-making.
  • Demonstrate aptitude and interest in potentially assisting with broader family office responsibilities over time.
  • Collaborate effectively with other household PAs, ensuring seamless coverage.
  • Provide flexible support for general administrative tasks and ad-hoc requirements as needed.

Qualifications & Requirements:

  • Diploma or Degree qualification.
  • Minimum 7-10 years of proven experience in a senior Personal Assistant, Executive Assistant, or similar high-level support role, preferably within a private household, family office, or supporting C-level executives.
  • Exceptional organizational, time-management, and multitasking skills with meticulous attention to detail.
  • Excellent written and verbal communication skills in English. Fluency in other languages is advantageous but not essential.
  • Unquestionable integrity, tact, and the ability to handle highly sensitive information with absolute confidentiality.
  • Proficient in Microsoft Office Suite and comfortable adapting to new remote collaboration tools and technologies.
  • Proactive, anticipatory mindset with outstanding problem-solving abilities and resourcefulness.
  • Strong interpersonal skills; ability to work independently while also being a collaborative team player.
  • Highly adaptable and capable of managing a varied and fluid scope of work within a dynamic environment.
  • Flexibility regarding working hours, including potential availability on weekends or holidays based on Principal's needs (managed reasonably).
  • Valid Singapore driving license and willingness to drive is strongly preferred.
  • Experience or demonstrable interest in financial administration or supporting family office functions is a plus.

What We Offer:

  • A competitive salary and benefits package within a stable, long-term role.
  • A unique opportunity to work closely with a Principal in a supportive and professional home office environment.
  • Exposure to international coordination and potential growth into family office support functions.
  • A dynamic role that values dedication, proactivity, and exceptional organizational skills.

Job Types: Full-time, Permanent

Pay: $4, $5,000.00 per month

Benefits:

  • Flexible schedule
  • Free parking
  • Work from home

Education:

  • Bachelor's or equivalent (Required)

Experience:

  • Personal assistant: 3 years (Preferred)

Willingness to travel:

  • 25% (Preferred)

Work Location: In person