Executive Personal Assistant

We are seeking a highly organized and proactive Executive Personal Assistant to support the Company's Principal. This critical role involves managing private affairs, ensuring smooth day-to-day operations and efficient schedule coordination. The ideal candidate will serve as the Principal's "right hand," offering support across a wide range of tasks, from administrative duties to personal errands, while working closely with the existing team.

Position Type: Full-Time, with 24/7 availability

Responsibilities:

1. Serve as the primary contact point between the Principal, their family, and internal/external parties, including the existing family office team such as drivers, nannies, security personnel, and others.
2. Be prepared for occasional travel (if required) with the Principal and their family, ensuring all needs are met while away from home.
3. Maintain confidentiality across all interactions and handle sensitive matters with integrity, discretion, and a high sense of responsibility.
4. Oversee and coordinate activities with household staff across various locations, collaborating with contractors for any necessary maintenance or repairs, ensuring all family needs are met efficiently. This includes monitoring the technical condition of the property and calling services when necessary (e.g., cleaning air conditioners, repairing washing machines, finding an electrician on a Sunday, etc.).
5. Supervise the interior upkeep of the house: ensure housekeepers are completing their tasks, call dry cleaning services, and manage household and domestic orders.
6. Regularly engage with the Real Estate Management Company, fostering good relations to ensure the household is well-regarded in the community.
7. Manage drivers’ schedules and monitor their overtime hours, assigning tasks as necessary.
8. Oversee the ordering of fresh flowers for the house and the inventory of artwork within the premises.
9. Coordinate the decoration of the premises for holidays or hire the appropriate personnel for such tasks.
10. Handle correspondence, phone calls, bills, insurance, and other personal affairs, ensuring meticulous attention to detail and coordination with the family office team for seamless management.
11. Lead the recruitment and management of additional local home personnel as needed, in coordination with the family office team.
12. Handle personal shopping, including the purchase of gifts and other items, tailoring selections to preferences and occasions.
13. Keep the Principal informed of all significant activities, events, and schedules, coordinating with the family office team to ensure the Principal is always prepared and informed.

Requirements:

1. Proven experience as an Executive Personal Assistant, or in a similar role with a track record of working on personal matters of Principal and Family.
2. Exceptional organisational and time-management skills, with the ability to manage multiple tasks and coordinate effectively with various team members.
3. Strong decision-making capabilities and the ability to operate independently with minimal guidance.
4. Excellent interpersonal skills, with a discrete and discerning approach to confidentiality and team collaboration.
5. Proficiency in verbal and written communication.
6. Flexibility to frequent travel on a short notice.
7. Familiarity with household management, staff supervision, and team coordination.
8. Proficient in using office software and communication tools.
9. Must be fluent in: English; French is a big advantage.
10. Candidates must be authorised to work in Singapore.