Role Summary
We are seeking a highly organized Personal Assistant cum Marketing Assistant to support the Head of Sales & Marketing.
This role combines executive‑level administrative support with hands‑on marketing and coordination responsibilities, including taking over and expanding on several marketing support activities previously handled externally.
The ideal candidate is structured, detail‑oriented, proactive, and comfortable switching between administrative precision and creative / coordination tasks. This role is execution‑focused and requires someone who takes ownership, works with a sense of urgency, and follows tasks through to completion.
Key Responsibilities
1. Personal & Administrative Support to Head of Sales & Marketing
- Manage calendar scheduling, internal and external meetings, and travel arrangements
- Coordinate meetings across time zones and prepare agendas, notes, and follow‑up items
- Assist with email organization, reminders, and prioritization of action items
- Prepare presentations, reports, summaries, and internal communications
- Maintain organized digital filing (SharePoint, OneDrive, CRM‑related folders)
- Provide day‑to‑day administrative support to keep workflows moving smoothly
2. Marketing & Sales Support
(Taking Over Key Tasks Previously Handled Externally)
- Support marketing campaign execution, including coordination of materials, timelines, and deliverables
- Coordinate with distributors, dealers, and internal teams on: Marketing collateral, Event participation & Product information requests
- Assist with preparation and coordination of: Product brochures, Sales presentations, Training materials, Website or social content drafts (coordination, not necessarily creation)
- Create and edit short marketing and product‑related videos for use in presentations, websites, training, and social or distributor communications
- Track marketing activities, events, and follow‑ups in CRM or tracking tools
- Liaise with external vendors (designers, printers, agencies) as needed
- Help standardize and organize marketing documentation and assets
3. Coordination & Execution Support
- Act as a central coordination point for marketing‑related tasks across sales, engineering, and operations
- Proactively follow up on open items to ensure commitments are met
- Maintain simple trackers for: Events, Campaigns, Marketing spend (administrative tracking only not accounting)
- Support ad‑hoc projects as required by the Sales & Marketing team
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Required Skills & Experience
- 3-6 years of experience in: Personal Assistant, Executive Assistant, or Administrative role with marketing exposure, OR Marketing / Sales Support role with strong administrative responsibilities
- Strong organizational and time‑management skills
- Excellent written and spoken English (required)
- Proficiency in Mandarin is strongly preferred to support regional and distributor communications
- Comfortable coordinating across cultures, time zones, and functions
- High attention to detail able to work independently and manage multiple priorities
- Proficient in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams, SharePoint)
- Experience working with Microsoft Dynamics 365 Business Central for CRM maintenance
- Ability to edit and create short‑format videos using commonly available tools (e.g. marketing, presentation, or social media content)
Personal Attributes We Value
- Proactive and reliable - you see what needs to be done and do it
- Strong execution mindset with a clear focus on getting the job done
- Demonstrates a sense of urgency and consistently follows through on commitments
- Structured thinker who enjoys creating order and clarity
- Discreet and trustworthy when handling sensitive information
- Comfortable supporting a senior leader and able to push back politely when needed
Nice to Have (Not Required)
- Prior experience supporting a regional or international sales / marketing team
- Exposure to scientific, technical, or industrial products
- Experience coordinating events, distributor marketing, or product launches
Working Location
- Role to be based at the company's Singapore office
Employment Type
- Both full‑time and part‑time applicants will be considered
Additional Information
- Singapore Citizens or Singapore Permanent Residents are preferred
Why This Role Matters
This role is not just administrative support. It is designed to free up senior leadership time, improve marketing execution, and bring key coordination work in‑house with better continuity, accountability, and responsiveness.
