Personal Assistant

Company OverviewOur client develops advanced diagnostic technologies that set the benchmark for high-precision neurological assessment tools. Originally focused on supporting scientific research and early-stage neurological evaluations, the company has expanded its innovations into the wider clinical market, making AI-enabled neurological diagnostics accessible to practitioners, clinics, and healthcare networks worldwide.To drive its growth across Asia Pacific, the company is establishing a new office in Singapore as its regional hub. With a strong emphasis on clinical integration, AI-driven product enhancement, and a proactive go-to-market strategy, the organisation is rapidly shaping the future of neurological healthcare.About the RoleThe Personal Assistant (PA) will provide comprehensive administrative, operational, and executive support to the Managing Director (MD) and leadership team. This position requires exceptional organizational and communication skills, high discretion, and the ability to manage competing priorities in a dynamic business environment.The PA will serve as the primary coordination point for the Managing Director, managing communications, meetings, travel, and key stakeholder relationships to ensure smooth daily operations and effective business execution.Key ResponsibilitiesExecutive SupportManage the Managing Director’s calendar, appointments, and schedules with accuracy and attention to detail.Coordinate and organize meetings, conferences, and events, including preparation of agendas, presentation materials, and follow-up actions.Handle confidential correspondence, communications, and documentation with discretion and professionalism.Screen and manage incoming emails, calls, and requests. Assess priorities, draft or respond independently where appropriate, and ensure timely follow-up.Prepare reports, presentations, meeting notes, and other business documents as required.Plan and coordinate complex domestic and international travel, including flights, accommodation, visas, and itineraries.Manage expense claims, reimbursements, and all travel-related documentation accurately and promptly.Support the MD in prioritizing strategic initiatives, tracking deadlines, managing follow-up systems, and preparing briefing notes and executive summaries.Conduct research and synthesize information to support decision-making, strategic planning, and executive discussions.Serve as the primary coordination point for VIP visitors, partners, board members, and senior leadership sessions, including logistics and documentation.Team & Office SupportProvide administrative support to the leadership team, including meeting coordination, project tracking, and documentation.Support internal communications, team updates, and cross-departmental coordination to ensure efficient information flow.Assist with onboarding new team members and managing office logistics as needed.Oversee office supplies, vendors, and service providers to ensure smooth day-to-day operations.Maintain a database of key contacts, stakeholders, and partner organizations, ensuring information is current and accessible.Manage cross-departmental projects from planning through execution to support organizational initiatives.Maintain secure, well-organized digital and physical document systems for efficient retrieval and operational continuity.Required Qualifications & SkillsDiploma or Bachelor’s degree in Business Administration, Management, or a related field preferred.3–5 years of experience as a Personal Assistant, Executive Assistant, or in a comparable senior support role.Strong organizational, multitasking, and time management skills with the ability to adapt to shifting priorities.Excellent written and verbal communication skills in English; Mandarin proficiency is an advantage.Professional demeanor with strong interpersonal skills for engaging with internal and external stakeholders.High level of discretion, sound judgment, and integrity in managing sensitive information and complex relationships.Exceptional attention to detail and high standards for accuracy in preparing professional documents.Proficient with productivity and project-management tools (Microsoft Office, Asana, Trello, Notion, etc.).Expertise using AI tools (GPT, Claude, Perplexity, Gamma) for research, drafting, summarizing, creating presentations, and optimizing workflows.Ability to leverage AI to automate tasks, enhance efficiency, and support executive decision-making while maintaining confidentiality and data integrity.Proactive, resourceful, and able to work independently with minimal supervision.Adaptable, fast learner with the ability to quickly adopt new tools, systems, and technologies