Personal Assistant

Singapore GEO (92701), Singapore, Singapore,

Personal Assistant

What You'll Do

As a Personal Assistant, you will partner with multiple executives to handle administrative tasks, freeing up their time to focus on department and company goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects, relying on problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the centre of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive, inclusive, and engaged team.

What we're looking for

• Manage daily calendars for multiple leaders and executives, demonstrating ability to strategically prioritise across many requests and apply problem-solving skills to ensure time is leveraged in the highest value way
• Build and maintain strong business relationships with executives (including C-Suite leaders) and administrative staff across internal and external organisations to coordinate confidential and high-visibility stakeholder meetings
• Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for team meetings, client/partner meetings, and conferences
• Partner with Communications team to assist with planning for internal and external executive speaking engagements
• Coordinate travel arrangements and create expense reports in a timely manner using Capital One systems
• Drive key team activities and events (such as all-hands meeting, team meetings, conferences, ordering supplies and social events), being a beacon for team inclusion and belonging
• Support with on-boarding of new employees
• Participate in general administrative duties (printing, copying etc), desk allocation, mail distribution, ad-hoc projects, committees and/or group events
• Promote a fun and team-oriented work environment for both your client group and the broader administrative team

• At least 3 years of Administrative experience
• At least 3 years of experience in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) or Google Suite

• At least 7+ years of experience as an Personal Assistant or Administrative Assistant in a fast-paced environment
• At least 3+ years of calendar management supporting executives
• At least 3+ years of meeting and event planning experience
• Experience setting up video conference and Zoom/Skype technology for meeting users
• Experience planning ahead and managing time effectively
• Excellent written and verbal communications
• Excellent organizational skills