Personal Assistant to Chief Executive Officer Salary: Competitive and based on experience Location: Singapore
Keywords: communication skills, organisation, trustworthy, discretion, professional boundaries, Excel proficiency, household management, scheduling, property management, family support
A prestigious and highly respected family office in Singapore is seeking a dedicated Personal Assistant to the Chief Executive Officer. This unique opportunity offers you the chance to play a pivotal role in supporting both the professional and personal aspects of a high-profile executive's life, ensuring seamless operations across household, business, and family matters. You will be trusted with sensitive information, manage complex schedules, and interact with a diverse range of individuals from helpers and drivers to contractors, school administrators, and business contacts. The environment is supportive and values discretion, reliability, and exceptional organisational skills. If you are looking for a position where your attention to detail, ability to maintain confidentiality, and interpersonal finesse will be truly valuedand where no two days are ever the samethis could be the perfect next step in your career.
- Work closely with a senior executive and their family, managing both household and business-related tasks with utmost professionalism and care.
- Enjoy a varied role that includes everything from scheduling appointments and managing expenses to coordinating travel arrangements and property matters.
- Be part of an inclusive team that values trustworthiness, clear communication, and a structured approach to problem-solving while offering opportunities for personal growth.
What You'll Do
As a Personal Assistant to the Chief Executive Officer in this esteemed setting based in Singapore, you will become an indispensable member of the executive support team. Your day-to-day activities will span a wide spectrumfrom meticulous financial record-keeping related to household expenses through Excel spreadsheets to orchestrating complex travel plans for both business and leisure. You will collaborate closely with domestic staff such as helpers and drivers while also maintaining open lines of communication with external vendors like contractors or service providers. Your responsibilities will extend into property management across multiple locationsincluding overseas assetsrequiring you to handle correspondence with management offices and oversee routine maintenance. In addition to these core duties, you will play an integral role in planning memorable family holidays by curating detailed itineraries that cater to every need. When required, you will step in seamlessly for the office secretary by managing executive calendars and logistical arrangements. Success in this role hinges on your ability to juggle competing priorities calmly while upholding strict confidentiality standards; your structured thinking ensures nothing falls through the cracks even on the busiest days.
- Oversee the management of petty cash accounts including monthly salary payments, allowances for household staff, tracking expenditures, and processing vendor payments such as pet groomers or appliance maintenance services.
- Monitor grocery spending by checking receipts provided by helpers and ensuring all purchases align with household needs.
- Conduct weekly stock takes of household items alongside helpers, place online orders when supplies run low, handle ad-hoc purchases both online and offline, coordinate seasonal holiday shopping, and ensure pet food supplies are maintained.
- Manage helper schedules by organising weekly grocery shopping trips, cleaning rotations for other family-owned apartments, off-day schedules, holiday flight bookings and paperwork, hiring documentation, medical check-ups, annual parcel shipments home, menu planning in collaboration with helpers, school schedule communications for children, weekly activity updates, and liaising with maid agencies regarding contracts or travel permits.
- Coordinate driver schedules including car maintenance appointments and servicing requirements to ensure smooth transportation logistics for the family.
- Handle comprehensive scheduling for the family such as making restaurant reservations, booking doctor's appointments, assisting with meeting arrangements, tracking important birthdays or holidays, and sending timely reminders.
- Administer overseas property matters by managing letter forwarding accounts, communicating with management offices about bills or maintenance issues, handling tax payments or reimbursement forms, arranging annual property surveys, overseeing household maintenance requests, managing art insurance policies, coordinating wine stocktakes, and providing property management support for additional family-owned properties.
- Plan family holidays by creating detailed itineraries that include booking restaurants or attractions at destinations as well as arranging local transport within those locations.
- Serve as a key point of contact for ad-hoc communications with vendors or management on behalf of the family to resolve issues efficiently and professionally.
- Provide coverage for the office secretary during absences by managing the CEO's professional schedule, responding to executives on behalf of the CEO, handling hotel or flight bookings as well as transportation logistics.
What You Bring
To excel as a Personal Assistant to Chief Executive Officer in this multifaceted environment requires more than just technical know-how; it calls for proven experience navigating complex interpersonal dynamics within both professional offices and private households. Your background should reflect hands-on involvement in administrative support roles where discretion was paramountperhaps within another high-net-worth family office or similar setting. You bring an innate sense of responsibility coupled with warmth when interacting across cultures or age groups (from young children through seasoned professionals). Your ability to anticipate needs before they arise sets you apart: whether it's preparing documents ahead of time or proactively resolving scheduling conflicts. A deep understanding of how best practices in expense management translate into real-world efficiency means you're comfortable using digital tools like Excel daily. Above all else your commitment to fostering harmonious relationshipsbe it among domestic staff members or external partnersensures everyone feels supported under your care.
- Demonstrated excellence in verbal and written communication skills enabling you to interact effectively with a wide variety of individuals including household staff members (helpers/drivers), contractors/vendors/family members/business contacts/school administrators/children etc., always adapting your tone appropriately.
- Outstanding organisational abilities allowing you to manage multiple concurrent tasks such as expense tracking via Excel spreadsheets while keeping meticulous records of all transactions.
- Consistent reliability paired with a trustworthy nature so that sensitive information is handled discreetly at all times without exception.
- Structured thought processes combined with acute attention to detail ensuring that every aspect of household administration runs smoothly from scheduling appointments through property management tasks.
- Professional boundaries maintained at all times along with impeccable manners when dealing with confidential matters or representing the executive/family externally.
- Proficiency in Microsoft Excel specifically for managing expenses/petty cash accounts/grocery spendings/vendor payments etc., demonstrating comfort working with data entry/reconciliation tasks regularly.
- Experience managing complex schedules not only for executives but also across households (including helpers/drivers/children) involving coordination of cleaning rotations/off-day schedules/holiday bookings/medical check-ups etc.
- Ability to communicate clearly about children's school schedules/items needed/preparation required while also keeping track of important dates such as birthdays/holidays/anniversaries etc., sending reminders accordingly.
- Familiarity with property management processes including handling overseas property matters/bill payments/tax reimbursements/maintenance requests/art insurance/wine stocktaking etc., showing adaptability across different domains.
- Capacity to provide seamless cover for other secretarial roles when necessary by taking over calendar management/executive correspondence/travel logistics/hotel bookings etc., ensuring continuity during absences.
What Sets This Company Apart
This distinguished family office is renowned for its unwavering commitment to integrity and excellence in every facet of its operations. Employees are welcomed into an environment where mutual respect forms the foundation of all interactionswhether collaborating internally or engaging external partners. The organisation places great value on nurturing long-term relationships built upon trustworthiness and open communication; here your contributions are recognised not just as tasks completed but as vital elements supporting overall wellbeing. Flexible working opportunities may be available depending on circumstancesa testament to their understanding that work-life balance is essential for sustained success. Training opportunities are encouraged so that each team member can continue developing their skills over time. By joining this team you become part of a close-knit network dedicated not only to operational efficiency but also genuine care for one another's growth journey.
What's Next
If you are ready to make a meaningful impact supporting an accomplished executive while enjoying variety in your daily work lifethis is your moment!
Apply today by clicking on the link provided; we look forward to learning more about how your unique talents can contribute to this exceptional team.
Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R1983163 Anarane Thng
