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 administrative, personal, and strategic assistance, ensuring the smooth operation of both their professional and personal lives.

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 (CEO): 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 (for Directors' Personal Companies): Prepare and manage detailed expense reports, handle payment arrangements, and address bank-related issues for the directors' personal companies.

• Annual Audit Return & Filing (for Directors' 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.