Office Manager & Personal Assistant

Roles and Responsibilities: Office Management (20%) • Point of contact for all matters pertaining to office upkeep, procurement and management of office equipment • Liaising with landlord on tenancy agreement matters, building management for all building matters, and cleaning service provider for housekeeping services • Manages office pantry, stationery and all other relevant office supplies • Assist in setting up of IT equipment in meeting rooms (such as Zoom/Teams) • Liaise and build rapport with third-party service providers (work pass specialist, corporate secretary, employee benefits, IT and telecommunication vendors and contractors) • Liaise with corporate service provider for work pass application, renewal, and cancellation • Events planning for team-building activities and celebrations Administrative Support (20%) • Answering all incoming calls and redirecting them to appropriate party, handling caller enquiries wherever possible • Assist in international travel arrangements, including flight, hotel accommodation and Visa applications if required • Plan and organise business travel, including flights, accommodation, itineraries, and visas • Maintains proper records of employees' data and filing of expense claims • Responsible for incoming/outgoing mail and arranging of dispatch • Manage correspondence, documentation, and personal records with strict confidentiality • Perform any other ad-hoc duties as assigned Family & Personal Support (60%) • Coordinate family logistics such as appointments, errands, and personal arrangements including school, medical, travel, and social commitments • Assist in sourcing and managing vendors for lifestyle needs (events, gifting, repairs, etc.) • Handle last-minute changes and ensure seamless execution of personal/family plans Requirements: Experience & Background • Minimum of 3-4 years of relevant experience preferred • Prior experience or background in family office, or executive PA roles preferred • Experience supporting C-suite executives, business owners, or UHNW/HNW individuals and their families preferred Language & Communication Skills • Excellent interpersonal and communication skills • Good oral and written communication in both English and Chinese language to liaise with local and counterparts/offices based in China • Strong written communication skills for drafting correspondence, minutes, and reports Work Style, Personal Attributes & Technical Proficiency • Ability to prioritize tasks while ensuring a high level of accuracy and attention to detail • Must be a self-starter, able to work independently on projects and tasks assigned • High flexibility, resourceful with excellent problem-solving skills • High level of discretion, integrity, and ability to handle confidential/sensitive information • Strong sense of ownership, reliability, and ability to remain composed under pressure or tight deadlines • Willingness and flexibility to be contactable or assist outside regular office hours when required • Proficient in Microsoft Office (Word, Excel, PowerPoint), as well as online meeting platforms (e.g. Zoom and Microsoft Teams)