Personal Assistant to Managing Director

Job Objective:

  • Provide administration and secretarial support to the Managing Director
  • Provide support in Managing Director’s personal matters (e.g. vehicle related, insurance, banking, and family-related and etc.).
  • Coordinate with various stakeholders to manage Managing Director’s calendar for appointments, meetings, travelling time and prioritise calendar events.
  • Ensure closely monitoring of all schedule, meetings and appointment are being carried out with the respective personnel.
  • In the event where meetings are not being able to carry out on the scheduled date and time, it is important to ensure that re-schedule has been confirmed, particularly to weekly regular meeting.
  • Take and circulate minutes of regular meetings and follow up on action items stated in the minutes.
  • Organise travel plans and itineraries of the Managing Director and make necessary booking arrangements (flights, land transfer, accommodations etc.)
  • Organise and file Managing Director’s documents daily and perform day-to-day administrative work.
  • Update Managing Director’s business contacts database.
  • Organise and submit Managing Director’s expenses claims.
  • Create and amend templates, draft emails and letters.
  • Proactively follow up on actions items/tasks assigned by Managing Director.
  • Proof-read all documents for external parties.
  • Local Diploma in Business Admin or equivalent OR
  • GCE A Level with either B grade for General Paper or A grade for O Level English
  • Private Secretarial certification (LCCI) an advantage
  • Must have at least 5 years’ secretarial experience supporting C-level Executives
  • Must have experience in managing C-Level Personal Matters
  • At least 2 years managing calendar appointment, schedule and meeting for C-Level
  • Must have a sense of discretion and confidentiality
  • High proficiency in Microsoft Office (PowerPoint, Word, Excel- intermediate)
  • Strong command of English in both spoken and written form (fluent in professional corporate language).
  • Able to write minutes of meetings
  • Strong interpersonal skills; friendly and outspoken
  • Pleasant disposition and project a professional image
  • Demonstrate good planning and organization skills
  • Must have good time-management; able to discern and prioritize tasks to achieve desired objectives
  • Able to work in a dynamic environment and be able to meet tight deadlines
  • Demonstrate confidence and ability to manage demanding situations
  • Must be meticulous, resourceful and responsible

Core Responsibilities:

60% - Managing Director’s personal matters

40% - Corporate matters

Secretarial Support

Administrative Support

Job Specifications:

Education Qualification & Certifications:


Mandatory Requirements:

Competency Requirements:

Qualified candidates are invited to send profiles in MS Word format to the following consultant:

Name:                  Nancy Teo

EA No.:                 R1106963

Direct line:          6384 1250

Email address:

All applications are treated in strictest confidence.

We regret that only short listed candidates will be notified.

HRM3 Asia Pte Ltd

Licence No. 00C4167