ABOUT THE ROLE

As an Executive Personal Assistant supporting Hegen's CEO and COO, you will play a pivotal role in supporting day-to-day effectiveness and organisation, enabling the executives to focus on prioritiees with confidence. In this pivotal role, you will provide comprehensive administration, organisational and personal support, ensuring smooth daily operations and seamless communication across internal teams and external stakeholders.

KEY RESPONSIBILITIES

Executive & Administrative Support

• Effectively the Executives' calendar, meetings, reservations and appointments to ensure priorities are met.
• Prepare briefing notes, presentations, and reports for internal and external meetings.
• Handle email and correspondence professionally on behalf of the Executives where needed
• Organize travel arrangements such as flights, accommodation, itineraries and contingency planning as needed
• Prepare for internal and external meetings which includes agenda preparation, minutes taking and preparation of research & presentation materials
• Review documents, proofreading of contracts, legal and non-disclosure
• Maintain records, files, and documentation, ensuring accuracy and confidentiality.
• Collaborate with cross-functional departments to coordinate office operations, team events and board meetings.
• Coordinate logistics for internal and external meetings, including venue booking and technology set-up
• Maintain organised filing systems (physical and electronic) for ease of retrieval and confidentiality
• Track projects, deadlines, and follow-ups, ensuring action items are completed promptly

Personal Support

• Provide ad-hoc support for professional or personal matters as needed.
• Assist with special projects or initiatives delegated by the CEO.
• Handle confidential and sensitive information with integrity
• Anticipate the Executives needs to ensure smooth day-to-day operations.

Stakeholder Management

• Act as a professional point of contact for internal and external stakeholders.
• Coordinate and follow up on tasks across teams, vendors, and partners.
• Support relationship management and maintain a positive, professional representation of the CEO's office.
• Liaise with internal teams and external stakeholders to maintain effective communication.

WHAT WE ARE LOOKING FOR:

• Minimum 3 years of experience in a Personal Assistant role supporting senior management or C-suite executives.
• Excellent written and verbal communication skills in English and Mandarin; additional languages are a plus.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and productivity tools.
• High degree of discretion, professionalism, and integrity.
• Flexibility to manage urgent tasks beyond office hours when necessary
• Highly adaptable and versatile in a fast-paced and high-growth environment
• Strong organizational, time management, and multitasking skills
• Strong sense of ownership, accountability and responsibility
• Proactive, resourceful with a solutions-oriented mindset
• Proficient in calendar, meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms and expense systems

YOUR GROWTH & IMPACT

• Contribute to a brand that is deeply committed to supporting mothers and families through meaningful, innovative products and services.
• Gain hands-on experience in a fast-growing, entrepreneurial environment with opportunities to learn across functions and markets.
• Work alongside passionate, supportive, and driven team members who value respect, teamwork, and shared success.
• Be part of a company with a bold global vision, where your contributions make a tangible difference to both the business and the community we serve.

At Hegen, we redefine the parenting experience with award-winning innovations tailored for mothers and their little ones. As a trusted brand in mother and baby products, our mission is to empower mothers in their breastfeeding journey and ease the transition into parenthood through meaningful products and services. Recognized as one of Singapore's top 10 fastest growing companies, Hegen takes pride in creating practical solutions that combine thoughtful designs with functionality and sustainability for time-strapped parents.

It is all about fostering a purpose-driven, inclusive and collaborative work environment where every team member can thrive. At Hegen, you will find meaningful work, continuous learning opportunities, and the chance to make a real impact.

Join us in realising our bold vision of impacting 100 million mothers worldwide through innovation, compassion, and excellence. If you are inspired to make a difference and grow with a dynamic team, APPLY NOW and embark on an exciting journey with Hegen!