The posting
Personal Assistant & Team Coordinator
Role Overview
The Personal Assistant & Team Coordinator is responsible for ensuring the smooth day-to-day operation of the office, supporting the Managing Director and wider team, and providing a professional and responsive experience to clients, candidates, vendors and external stakeholders. This is a hands-on role suited to someone who is highly organised, proactive, detail-oriented and comfortable working in a fast-paced, international environment across multiple time zones.
Key Responsibilities
- Serve as a professional first point of contact for clients, candidates, vendors, business partners, board members, staff and other external parties via phone, email, online platforms, virtual meetings and in-person interactions.
- Respond promptly and professionally to general client and business enquiries.
- Prepare and format letters, emails, proposals, presentations, reports and other business documents. Strong typing and documentation skills are required.
- Take meeting notes and minutes, and assist with documenting follow-up actions where required.
- Proactively schedule, coordinate and confirm meetings with clients, consultants and business partners across Asia Pacific, Europe and the United States, taking different time zones into consideration.
- Manage calendars, appointments and meeting logistics for the Managing Director and team.
- Provide administrative support for business travel, including flight and hotel arrangements, visa documentation, itineraries and expense administration.
- Maintain and update company databases and internal records, ensuring information is accurate, complete and up to date.
- Support the execution and consulting teams with administrative coordination, database management, documentation and other operational requirements.
- Manage incoming and outgoing correspondence, courier services, deliveries, shipping and receipt of documents and materials.
- Handle confidential and sensitive company, client and employee information with a high level of discretion.
- Maintain personnel files, employee records and relevant HR documentation.
- Coordinate administrative matters with external parties, including government agencies, MOM, professional organisations, chambers of commerce and industry associations such as AmCham.
- Coordinate with office vendors and service providers and oversee office supplies, equipment and general workplace requirements.
- Assist in developing and maintaining efficient office procedures and administrative processes.
- Support ad hoc projects, research and operational requirements as needed by the Managing Director and wider team.
Skills Required
- Strong typing, note-taking and minute-taking skills.
- Strong written and verbal communication skills.
- Fast and resourceful in desk research, internet searches and information gathering.
- Good computer literacy and confidence in using technology and AI tools.
- Proficient in Microsoft Office, including Word, Excel, PowerPoint, Outlook and Microsoft Teams.
- Comfortable using Google Workspace, including Google Docs, Sheets and related applications.
- Familiar with common web browsers and online collaboration tools.
- Comfortable using, or able to quickly learn, Adobe Acrobat/PDF tools and Mac computers.
- Strong organisational and administrative skills.
Core Competencies
- Strong organisation and time management.
- Excellent attention to detail and accuracy.
- Ability to prioritise and manage multiple tasks simultaneously.
- Strong teamwork and interpersonal communication.
- Proactive and self-directed, with the ability to identify what needs to be done and take appropriate action.
- Resourceful and solutions-oriented.
- Resilient and adaptable in a changing and fast-paced environment.
- Able to exercise tact, discretion and diplomacy when dealing with confidential or sensitive matters.
- Confident and appropriately assertive when following up with internal and external stakeholders.
- Reliable, responsive and accountable for completing tasks and following through on commitments.
Qualifications & ExperienceWe place strong emphasis on attitude, reliability and willingness to learn.
We place strong emphassi on attitude, reliabilitya nd willingness to learn.
- Minimum 2 years of relevant administrative, coordination, executive assistant, personal assistant or similar experience.
- Demonstrated ability to work effectively in a fast-paced and dynamic environment with minimal supervision.
- Comfortable communicating and coordinating with a diverse range of clients, candidates and stakeholders across Asia Pacific, the United States and Europe.
- Experience working in both start-up/SME and more structured corporate environments is an advantage.
- Experience coordinating multiple meetings across different countries and time zones.
- Previous experience in executive search, recruitment, professional services or consulting is highly advantageous.
- Fluency in spoken and written English is required. Additional language skills, particularly Mandarin Chinese, will be an advantage given our work across Greater China markets.
Working Style
This role suits someone who is direct, practical and execution-focused. You should communicate clearly, deal confidently with people, take ownership of tasks and follow through without repeated reminders. We value someone who acts quickly, solves problems, raises issues with possible solutions, and is comfortable working with a direct and fast-paced management style.
Only shortlisted candidates will be contacted.
