Personal Assistant to CEO

We're seeking a highly organized, proactive, and confidential Personal Assistant to provide comprehensive support to our CEO, who are also founder of the company. This role requires exceptional a detailed orientated and friendly professional to ensure the smooth operation of both his professional and personal life.

Key Responsibilities

Administrative Support:

• Calendar and Travel Management: Coordinate and manage complex schedules, including meetings, appointments, and extensive travel itineraries (flights, accommodations, transportation) for the CEO.

• Communication Liaison: Act as the primary point of contact, managing communications with internal and external stakeholders.

• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items to ensure timely completion.

• Document Management: Draft, review, edit, and organize confidential documents, correspondence, reports, presentations, and contracts. Maintain effective digital and physical filing systems for easy retrieval.

• Office Operations & Support: Oversee daily operations of the executive office, including managing office supplies, coordinating IT and telecommunications support, handling office leasing arrangements, and ensuring a professional work environment. This also involves managing office staff calendars, greeting visitors, handling incoming calls, and providing support to colleagues across departments.

• Ad-hoc Tasks: Provide support for various administrative and operational tasks as assigned by CEO.

Personal Life Administration:

• Personal Scheduling & Event Planning: Assist with personal appointments, commitments, and organize personal and family events, including gatherings, celebrations, and travel.

• Household & Family Support: Coordinate household staff, manage home-related logistics, assist with family travel, schooling, activities, and medical appointments.

• Financial Management: Assist with personal budgeting, bill payments, and comprehensive expense reporting for CEO.

• Helper/Driver Management: Handle contract renewals, visa applications, and medical insurance processing for personal staff.

• Memberships & Vehicles: Manage various club memberships and oversee the renewal of vehicle licenses and maintenance for family and company cars.

• Housing Support: Manage leasing, repair, and maintenance for personal apartments.

Financial and Compliance Management:

• Payment Authorization: Act as a primary and/or secondary approver for different types of payments for the company.

• Bookkeeping and Expense Reporting: Prepare and manage detailed expense reports, handle payment arrangements, and address bank-related issues for the CEO's personal companies.

• Annual Audit Return & Filing (for CEO)' Personal Companies): Organize financial records, gather all necessary financial data, prepare materials, and liaise with accountants and auditors for annual audit returns pertaining to the directors' personal companies.

Strategic Support:

• Project Management: Assist in managing special projects and initiatives as directed by the CEO.

• Research: Conduct thorough research and compile information on diverse topics to support executive decision-making.

• Confidentiality: Maintain the highest level of discretion and confidentiality in all interactions and when handling sensitive information.

• Crisis Management: Provide support and coordination during unexpected situations and crises.

Qualifications

• Proven experience as a Personal Assistant or Executive Assistant supporting senior-level executives.
• Exceptional organizational and time management skills, with the ability to prioritize effectively in a fast-paced environment.

• Strong written and verbal communication skills in English is required.

• Proficiency in managing complex calendars, travel arrangements, and digital filing systems.
• Discretion and absolute confidentiality are paramount.
• Experience with personal financial management, including budgeting, expense reporting, and familiarity with payment authorization processes.
• Ability to work independently and proactively.

Interested candidates with questions can reach out to ricky.lau@@asiayachting.net. Please submit your application through the platform, stating your notice period and expected salary. All applications and correspondence will be treated with the highest confidentiality.