Personal Assistant

Role Overview

The Personal Assistant will provide comprehensive personal, administrative, and lifestyle support to the Directors, ensuring the smooth coordination of professional and personal matters. The role requires a high level of discretion, flexibility, and initiative, with the ability to anticipate requirements in a fast-paced and demanding environment.

Acting as a trusted right-hand to the Directors, the Personal Assistant will oversee daily arrangements, coordinate complex activities, and manage business, household, and lifestyle-related needs efficiently.

Key Responsibilities

1. Calendar & Schedule Management

• Manage and coordinate appointments, meetings, and personal engagements.

• Prioritise schedules and resolve scheduling conflicts effectively.

2. Travel & Lifestyle Coordination

• Arrange domestic and international travel, including flights, visas, accommodation, and ground transportation.

• Prepare travel itineraries and coordinate all related logistics.

3. Personal & Household Management

• Coordinate household staff, including domestic helpers.

• Oversee the upkeep, maintenance, and servicing of residences and properties.

• Handle personal errands, shopping, and gift arrangements.

• Coordinate family-related activities and personal commitments.

4. Business & Administrative Support

• Draft correspondence, prepare reports, and maintain relevant documentation.

• Manage emails, telephone calls, and communications on behalf of the Directors.

• Attend meetings, record minutes, and monitor follow-up actions.

• Liaise with business associates, professional advisers, and other stakeholders.

5. Event & Social Planning

• Plan and coordinate private functions and corporate events.

• Manage event vendors, venue arrangements, guest lists, and related logistics.

6. Financial & Asset Coordination

• Assist with expense monitoring, bill payments, and basic budgeting.

• Coordinate with accountants, lawyers, and wealth management professionals.

• Provide administrative support for investment portfolios and assets, including liaison with private bankers.

7. Tax Filing & Records Management

• Prepare and submit accurate personal income tax returns through the IRAS myTax Portal within statutory deadlines.

• Collect, consolidate, and organise financial documents, including IR8A employment income statements, rental income records, and global investment portfolio information.

• Identify applicable tax reliefs and rebates to support legitimate tax planning.

• Manage correspondence with IRAS, respond to queries, and review Notices of Assessment for accuracy.

• Maintain secure, organised, and confidential digital records of financial documents.

8. Confidentiality & Risk Management

• Handle sensitive personal and business information with the utmost confidentiality.

• Maintain privacy, discretion, and professionalism in all dealings.

• Respond promptly to urgent matters, unexpected situations, and last-minute changes.

Key Requirements / Qualifications

• Minimum 3-5 years of experience providing support to senior executives or high-net-worth individuals.

• Experience in private households, family offices, or premium service environments would be an advantage.

• Proficient in Microsoft Office, calendar management, and communication tools.

• Able to manage multiple responsibilities and competing priorities in a high-pressure environment.

Core Competencies & Skills

• Excellent organisational, coordination, and time management skills.

• Strong sense of discretion and ability to maintain confidentiality.

• Effective interpersonal, written, and verbal communication skills.

• Proactive problem-solving abilities with the foresight to anticipate needs.

• Flexibility to work irregular hours and provide round-the-clock support when necessary.

• Adaptable and capable of performing effectively in dynamic, demanding situations.

Personal Attributes

• Professional, polished, and service-oriented.

• Dependable, trustworthy, and attentive to detail.

• Composed under pressure and responsive to urgent requests.

• High emotional intelligence and cultural sensitivity.

• Demonstrates ownership, accountability, and a strong commitment to responsibilities.