Personal Assistant to Md

4 days ago

Singapore VAULT PERSONNEL PTE. LTD. Full time

**Responsibilities**:

- Oversee the Managing Director’s (MD) calendar with accuracy, organizing meetings, engagements, and travel plans to maximize efficiency and prioritize commitments.
- Screen and route telephone calls, distribute incoming correspondence, and ensure timely follow-up on urgent or high-priority issues.
- Maintain precise and orderly records utilizing advanced office communication platforms, managing both digital and physical documentation with great care.

**Stakeholder Liaison**
- Act as the main contact point for internal and external parties, professionally handling inquiries and delivering or redirecting information to sustain smooth operational workflows.
- Promote clear and timely interaction between leadership and departments to ensure alignment with organizational goals.
- Utilize fluency in Mandarin to collaborate effectively with China-based colleagues and partners, facilitating seamless cross-border exchanges.

**Confidential Information Management & Sensistive Documents**
- Manage confidential and sensitive data with the highest discretion and professionalism, protecting company strategies, financial records, and personnel information.
- Advise the MD on urgent and high-priority matters, ensuring proper follow-up and resolution of critical tasks.
- Keep electronic and physical filing systems well-organized, easily accessible, and current to facilitate efficient document retrieval.
- Draft, review, and polish correspondence, reports, and presentations to uphold accuracy and professionalism.

**Meeting Coordination**
- Prepare and circulate detailed agendas, supporting documents, and presentations for meetings, ensuring timely provision of all necessary materials to aid decision-making processes.
- Attend meetings to record comprehensive minutes, draft summaries, and monitor action items through to completion to ensure accountability and progress tracking.
- Maintain strict confidentiality during discussions of sensitive business or HR-related topics.

**Support Functions**
Assist the MD in tracking project timelines, key milestones, and deliverables to ensure initiatives remain on schedule.

Work collaboratively with cross-functional teams to collect essential data, prepare reports, and drive project goals forward.

**Requirements**:

- Minimum Diploma in Business Administration, Office Management, or a related discipline.
- Proven 2-6 years’ experience as an Executive Assistant or similar position supporting top-level management.
- Solid knowledge of digital collaboration platforms, project tracking software, and cloud storage solutions.

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