Personal Assistant

about the job

My client is a well established data centre, that is looking for a Personal Assistant to the CEO.

An ideal candidate should possess the following qualities:

1. Administrative Support

• Managing Calendars: Organizing and scheduling meetings, appointments, and events for the employer. Ensuring there are no scheduling conflicts and preparing agendas in advance.
• Correspondence Management: Handling incoming emails, phone calls, and other correspondence. Responding on behalf of the employer when necessary.
• Document Preparation: Drafting and editing documents, emails, presentations, reports, and other materials as needed.
• Record Keeping: Maintaining files and records in an organized manner. Managing both physical and digital filing systems.

2. Communication and Liaison

• Gatekeeping: Screening calls and visitors, managing the flow of communication, and determining which matters require immediate attention.
• Coordination with Others: Acting as a liaison between the employer and internal or external stakeholders. Coordinating communication between other assistants, teams, or partners.
• Travel Arrangements: Organizing travel plans including flight bookings, hotel accommodations, transportation, and itineraries.
• Meeting Coordination: Preparing meeting materials, taking minutes during meetings, and following up on action items.

3. Personal Tasks and Errands

• Managing Personal Schedules: In addition to professional tasks, personal assistants often handle personal appointments, family schedules, and private events for the employer.
• Handling Personal Finances: Assisting with personal budgeting, paying bills, managing expenses, or preparing financial reports.
• Event Planning: Organizing personal or professional events, including social gatherings, family events, or business-related functions.
• Shopping & Errands: Running personal errands such as purchasing gifts, groceries, or other items as requested by the employer.

4. Confidentiality and Discretion

• Maintaining Confidentiality: Ensuring that all sensitive information, both personal and professional, is kept confidential.
• Handling Sensitive Issues: Dealing with private or sensitive matters with a high degree of discretion and professionalism.

5. Project Management and Special Tasks

• Research: Conducting research on various topics or tasks, such as market trends, event venues, or travel destinations.
• Project Assistance: Assisting with special projects, timelines, or event coordination, ensuring deadlines are met and all requirements are fulfilled.
• Problem-Solving: Handling unexpected situations or issues that may arise, finding practical solutions quickly.

Key Skills:

• Organizational Skills: Ability to multitask, prioritize, and manage time efficiently.
• Communication Skills: Strong written and verbal communication skills for handling emails, calls, and meetings.
• Tech Savvy: Proficiency with office software (e.g., Microsoft Office Suite, Google Workspace), scheduling tools, and other productivity apps.
• Attention to Detail: Ensuring that all tasks are completed accurately, with no errors, and within deadlines.
• Problem-Solving: Ability to manage challenging situations, anticipate needs, and find efficient solutions.
• Confidentiality: Handling sensitive information with discretion and integrity.
• Flexibility & Adaptability: Comfortable adjusting to changing schedules and priorities.

Must haves:

1. Strong fluency in Mandarin and English.
2. Prior experience as a PA to a CEO, of atleast 2 to 3 years minimum.
3. Be willing to travel, work on weekends or on holidays occasionally.

If this sounds like you, apply here!

*Due to overwhelming response, only shortlisted candidates will be contacted*