PA & Team coordinator

The Personal Assistant (PA) & Team Coordinator is responsible for ensuring the smooth operation of the office and seamless support to clients, as well as providing full administrative support to the Managing Director, APAC.

• Responsive to all clients' general inquiries via phone or online.
• Preparation of letters, emails, proposals and documentation of all types of reports (Typing skills is required)
• Diligently and proactively confirm meetings with clients and consultants globally (regardless of the location/time zone)
• Responsible for the development & implementation of efficient office procedures. Coordinating with Vendors, managing supplies and maintenance of areas.
• Management of database, inputting iniformation and ensuring everything is correct.
• Responsible for incoming and outgoing mail, shipping, and receiving; guardian of confidential documents
• Provide support for the travel, visa, expenses support, database management with the execution team.
• Present constantly in a professional way as the first point of contact to all clients, vendors, board members, staff, media, etc. – by phone, in person, and/or email or in person or virtually.
• Responsible to keep all P Files and hr documentation matters.
• Coordination with external parties like government agencies, MOM and other relevant association like Amcham etc...

Skills Required

- Proficient in Typing & Documenting Minutes & Notetaking

- Fast in desk research, internet searches and computer literate / AI proficient

- Efficient organisational skills in all aspects

- Proficient in Microsoft Office (Teams Meeting, Excel, Word & PowerPoint), google apps/ google docs and outlook software

- Familiar with different web browsers and google applications

- Comfortable using (or learning) Acrobat PDF and mac computer

Competencies Needed

· Fast and efficient typing and note taking skills

· Teamwork & effective communication skill

· Organization & Time Management

· Attention to detail and result orientedness

· Assertiveness with Tact, discretion, and diplomacy

· Project / Time Management & Multi-tasking skills

· Agility, Resilience and problem-solving skills

· Self-directed and proactiveness (ie to see what needs doing and to do it)

Qualification: (It's the attitude that counts!)

· Relevant 2+ years of experience and have thrived well in a fast-paced dynamic environment with minimal supervision

· Ability to communicate and coordinate with a diverse set of clients across Asia Pacific, USA and Europe

· Familiar with both start up / SME and structured working environment and must be able to thrive in both.

· Experienced in arranging multiple meetings across different countries and continents, previous working experience in and executive search or recruitment companies is a big plus

· Fluency in English is a must, additional language skill especially in Chinese will be an advantage since we deal with Greater china markets

Only shortlisted candidates will be contacted for the role.