Executive Personal Assistant

4 days ago

Singapore VANGUARD SOFTWARE PTE. LTD. Full time

**JOB SUMMARY
We are seeking a highly organized and detail-oriented **Executive Personal Assistant / Secretary **to support management. In this dynamic role, you will manage both business and personal responsibilities, ensuring smooth daily operations and seamless meeting arrangements

**JOB DUTIES**
- Manage the executive’s business and personal/family schedules, prioritizing appointments, travel arrangements, and other activities.
- Anticipate and fulfill the executive’s needs, from coordinating appointments and securing reservations to handling household logistics and personal errands.
- Oversee travel logistics with a focus on comfort and efficiency, ensuring smooth transitions between locations.
- Manage personal finances, including payments, expense reports, claims, and maintaining financial records as instructed by the executive.
- Maintain strict confidentiality and discretion regarding the executive’s personal matters, sensitive information, communications and business documents, both within and outside the organization.
- Research and source vendors, services, and products as requested by the executive.Perform any other ad-hoc tasks assigned.

**JOB REQUIREMENTS**
- At least 5 years of experience as a Personal Assistant or in a similar role, ideally supporting C-suite level management.
- Impeccable organizational skills, with the ability to manage multiple personal and professional tasks simultaneously.
- Strong communication and interpersonal skills, with a professional and discreet demeanor.
- Proficient in MS Office Suite and/or Google Workspace tools (e.g., Google Docs, Sheets), and comfortable navigating online platforms and booking systems.
- Exceptional problem-solving skills, with the ability to source solutions independently, often under time pressure.
- Tech-savvy, with experience using project management tools, communication platforms (e.g., Slack, Zoom), and social media tools.
- Crisis management skills, with the ability to handle urgent or unexpected situations calmly and efficiently.
- Thrive in a fast-paced environment with excellent time management skills.
- Quick learner, particularly in flight/itinerary planning, hotel/accommodation arrangements, and restaurant recommendations.
- Ability to work flexible hours to accommodate the executive’s global schedule.
- Willingness and flexibility to travel as required.Fluent in both English and Chinese (written and spoken) to liaise with both English and Mandarin speaking stakeholders, business partners, clients and guests.

**Bonus Skills**:

- Understanding of basic health and wellness practices to support the executive’s lifestyle.
- Familiarity with fine dining and wine to help organize events involving the executive.
- Event planning experience to help organize both corporate and personal events.
- Multi-lingual skills to navigate international settings and enhance communication with global contacts.
- Basic legal or compliance knowledge to assist with contracts, agreements, or regulatory matters.
- Build positive relationships and interfaces with internal or external stakeholders, clients, and team members effectively.

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