Secretary/Personal Assistant
Summary
Provides executive administrative support to senior management at a luxury hospitality investment firm, handling calendars, travel, meetings, and office coordination in Singapore.
Overview:
Our client, a fast growing luxury hospitality investment firm is seeking a proactive and highly organized Secretary/PA to provide comprehensive administrative and operational support to senior management and the department. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
1. Calendar & Schedule Management
• Proactively manage and coordinate senior management’s calendars to ensure optimal scheduling of meetings, appointments, and activities.
• Prioritize and resolve scheduling conflicts efficiently.
• Send timely reminders and ensure all relevant materials are prepared in advance of meetings.
2. Secretarial & Administrative Support
• Provide high-quality administrative and secretarial support to senior management.
• Prepare correspondence, reports, presentations, and meeting minutes.
• Maintain proper documentation and filing systems (electronic and physical).
3. Office & Workspace Coordination
• Act as the main point of contact for office workspace and environment matters.
• Liaise with building management, facilities teams, and vendors to resolve office-related issues promptly.
• Oversee office maintenance, seating arrangements, and workspace optimization.
4. Travel & Claims Administration
• Coordinate end-to-end business travel arrangements, including flight bookings, accommodation, transportation, and itinerary preparation.
• Handle Visa applications and ensure compliance with travel requirements.
• Process and track expense claims in accordance with company policies.
5. Meeting & Event Coordination
• Organize and coordinate internal and external meetings, including room bookings, logistics setup, and catering arrangements where necessary.
• Prepare meeting materials and ensure proper follow-ups on action items.
• Plan and execute department town halls, team-building activities, and corporate events.
6. Vendor & Office Supplies Management
• Manage relationships with office vendors and service providers.
• Oversee procurement of office supplies, stationery, and pantry items.
• Monitor inventory levels and ensure cost-effective purchasing.
7. Ad-hoc & Operational Support
• Provide administrative and operational support for department initiatives and projects.
• Assist in onboarding arrangements for new joiners (workspace setup, system access coordination, etc.).
• Perform any other ad-hoc duties as assigned by the senior management team.
Requirements
• Diploma or Degree in Business Administration or related field.
• Minimum 5 years of relevant administrative or executive assistant experience.
• Experience from hospitality industry is a plus.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office applications.
• Able to work independently with strong attention to detail and confidentiality.