Personal Assistant (Pa) To C Level

We are looking for an experienced, highly organized, and proactive Shared Personal Assistant to support both the CEO of a global tech company and one of its Advisory Board Members. This role demands a high level of discretion, flexibility, and accountability, with the ability to handle complex scheduling, international travel, and confidential business and personal matters seamlessly.

The ideal candidate will have prior experience supporting multiple senior executives, demonstrate strong initiative, and maintain professionalism and confidentiality at all times. The role requires someone who can anticipate needs, take full ownership, and handle urgent matters efficiently when required.

Key Responsibilities:

Executive Support:

• Provide high-level administrative support to both executives, ensuring smooth coordination between their responsibilities.
• Manage complex and dynamic calendars, scheduling meetings across multiple time zones.
• Serve as the key gatekeeper, handling emails, correspondence, and prioritizing urgent matters.
• Assist with internal communications, including drafting emails, newsletters, and LinkedIn content.
• Supporting general administrative documentation when needed.
• Be available to support personal related admin tasks.

Travel & Logistics:

• Plan and manage detailed international travel itineraries, considering last-minute changes and emergency needs.
• Arrange flights, accommodations, visas, and ground transport while ensuring preferences are met.
• Maintain standardized travel checklists and ensure seamless execution.
• Provide on-call support during travel to handle unexpected changes and disruptions, in line with company policies.

Confidentiality & Discretion:

• Handle sensitive business and personal information with the highest level of confidentiality and discretion.
• Maintain privacy regarding executives' travel plans, business dealings, and personal matters.
• Adhere to strict confidentiality agreements (NDAs) as part of company policy.

Proactivity & Ownership:

• Take full accountability for tasks, ensuring follow-through without needing micromanagement.
• Identify potential issues in advance and proactively offer solutions.
• Ensure smooth execution of processes while improving efficiency where possible.

Stakeholder & Meeting Management:

• Organize high-level meetings across different time zones with international executives and partners.
• Communicate diplomatically and effectively with internal teams, board members, and external stakeholders.
• Manage logistics for advisory board meetings, including agendas, minutes, and follow-ups.

Key Qualities & Requirements:

✅ Experience: Minimum 3+ years of experience as an Executive Assistant, ideally supporting multiple senior business leaders. Experience handling internal communications for executives.
✅ Proactivity & Ownership: Must be able to take initiative, anticipate needs, and operate independently.
✅ Flexibility & Agility: Comfortable working in an international, fast-paced environment with last-minute travel or schedule changes.
✅ Work Ethic: Willingness to handle urgent matters outside of standard hours when necessary. Also out of office hours and on weekends. In line with company policies on availability and compensation.
✅ Confidentiality & Trust: Ability to handle highly sensitive business and personal matters discreetly and professionally.
✅ Organization & Attention to Detail: Disciplined in following processes and improving efficiency proactively.
✅ Diplomacy & Communication: Strong interpersonal skills to coordinate across cultures and time zones. Ability to assist with LinkedIn management, newsletters, and executive communications. Fluent verbal and written English with business correspondence level.
✅ Accountability & Integrity: Direct and honest communication style, taking full responsibility for tasks.
✅ Positive & Professional Attitude: A strong work ethic with a positive mindset—while maintaining professional boundaries.
✅ Tech-Savvy: Proficiency in Microsoft Office, Google Suite, project management tools, and virtual communication platforms.

Preferred But Not Required:

✔ Candidates with work authorization in Singapore are preferred.

✔ Fluency in Mandarin and/or French is a plus due to international business operations.

Why Join Us?

• Work alongside top global executives in a fast-growing and cutting-edge tech environment.
• Opportunity to travel internationally and gain exposure to high-profile business operations.
• Competitive compensation and career growth opportunities in a high-impact role