Personal Administrative Assistant

JOB DESCRIPTION

Position: Personal Administrative Assistant

Department: Administration / Management Support Reports To: Director / Manager Employment Type: Full-Time

1. Job Summary

The Personal Administrative Assistant is responsible for providing comprehensive administrative and personal support to management. The role involves managing schedules, coordinating appointments, handling correspondence, organising documents, following up on outstanding matters and assisting with day-to-day administrative tasks.

The ideal candidate should be highly organised, detail-oriented, trustworthy, proactive and able to handle confidential information with discretion.

2. Key Responsibilities

A. Personal & Administrative Support

• Manage and organise daily schedules, appointments and meetings.
• Coordinate personal and business-related arrangements as required.
• Handle incoming calls, emails and correspondence.
• Prepare, organise and maintain documents, records and filing systems.
• Assist with data entry, reports, presentations and general administrative duties.
• Monitor and follow up on pending tasks, deadlines and outstanding matters.

B. Coordination & Communication

• Liaise with internal departments, clients, suppliers and external parties.
• Coordinate meetings, appointments and travel arrangements.
• Communicate instructions and updates to relevant parties.
• Ensure timely follow-up and completion of assigned tasks.

C. Office & Operational Support

• Assist with purchasing, quotations and administrative documentation.
• Maintain proper records of invoices, receipts and expenses.
• Assist in coordinating office-related matters and operational arrangements.
• Support management with ad-hoc projects and assignments.

D. Personal Assistance

• Assist with personal appointments, bookings and arrangements when required.
• Handle confidential personal and business matters professionally.
• Run errands and coordinate personal tasks when assigned.
• Provide general assistance to ensure the smooth running of daily activities.

3. Job Requirements & Qualifications

• Minimum GCE 'O' Level / Diploma or equivalent qualification.
• Previous experience in administrative, secretarial or personal assistant roles is preferred.
• Good command of written and spoken English.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Good organisational, communication and time-management skills.
• Able to multitask and work independently with minimal supervision.
• Strong attention to detail and problem-solving abilities.
• Mature, responsible, discreet and trustworthy.
• Willing to handle ad-hoc duties when required.

4. Key Competencies

• Strong organisational and coordination skills.
• Good interpersonal and communication skills.
• High level of integrity and confidentiality.
• Proactive attitude with a strong sense of responsibility.
• Ability to prioritise tasks and meet deadlines.
• Flexible and adaptable to changing priorities.

5. Performance Expectations

The successful candidate is expected to:

• Ensure daily administrative tasks are completed accurately and on time.
• Maintain an organised schedule and proper documentation.
• Follow up on assigned matters without constant reminders.
• Communicate effectively and provide timely updates.
• Handle all personal and business information with confidentiality.
• Provide reliable and efficient support to management.