Job Overview:

We are seeking a highly organized and detail-oriented Personal Assistant to support the operations of our Company Secretary firm. The ideal candidate will possess strong communication and multitasking skills, along with the ability to work closely with our China-based leadership. This role requires fluency in both English and Chinese, as you will serve as a key liaison between the company's internal teams and external clients, including our China-based executives.

Job Scope & Responsibilities

1. Personal Assistant to Director

• Coordinate meetings, prepare agendas, and take detailed minutes during meetings.
• Communicate effectively with internal departments and external stakeholders.
• Draft and edit documents, emails, and presentations in both English and Chinese.
• Maintain confidential files and records in an organized manner.
• Handle travel arrangements, accommodation, and visa processing for executives, especially for China-related matters.
• Serve as a liaison between the China boss and other company departments, ensuring smooth communication.

2. Administrative Support

• Organise and maintain office filing systems, both digital and physical
• Manage office supplies, stationery, and basic vendor coordination
• Prepare reports, documentation, and assist in basic data entry
• Handle company mail, courier dispatch, and office correspondences

3. HR & Office Operations

• Assist in recruitment activities: scheduling interviews, shortlisting candidates
• Coordinate onboarding and offboarding of employees (e.g. document collection, access card, uniform issuance)
• Maintain employee attendance records, leave tracking, and HR filing
• Liaise with office cleaners, technicians, and other service vendors

4. General Coordination

• Act as liaison between Director and internal departments
• Coordinate logistics for staff events, store openings, and meetings
• Support ad hoc assignments from the Director or Management

Requirements:

• ** Applicable to Singaporeans only due to quota limitations
• Minimum 1-3 years of experience as a Personal Assistant, preferably supporting senior executives or in a corporate or legal environment.
• Bachelor's Degree in Business Administration, Secretarial Studies, or a related field.
• Excellent command of English and Chinese (both written and spoken).
• Strong organizational skills with attention to detail.
• Ability to multitask and prioritize workload efficiently.
• Experience in working with senior-level executives, preferably in a corporate or legal setting.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with corporate governance, company secretarial practices, or the legal industry is a plus.
• Must be comfortable working with cross-cultural teams, especially liaising with China-based leadership.
• Ability to work independently with minimal supervision.
• Flexible and able to adapt to the changing needs of a fast-paced work environment.
• Strong interpersonal skills, with the ability to build relationships and communicate effectively at all levels.