Quills at Work Pte Ltd – Personal Assistant

Quills at Work was founded in 2018 to be a landing spot for creatives, visionaries and founders to be able to expand their horizons. We like to call ourselves an ‘experimental house’, where we offer mentorship, coaching, network, business advisory and tech know-how to good people bringing great products into the world.

Responsibilities

• Acting as a central point of contact within the organization
• Maintaining a full calendar and setting up meetings as necessary
• Make dining, travel and accommodation arrangements
• Managing both personal and professional tasks, liaising with external vendors including helpers, drivers and suppliers to get what we need
• Maintaining an extensive to-do list and following up to get things done
• Format information for internal and external meetings – including memos, emails, documents, spreadsheets and presentations
• Take minutes at meetings, organizing and maintain a filing system
• Perform routine transcription, bookkeeping and other miscellaneous tasks
• Process claims, leave requests, documents and other administrative tasks
• Maintaining e-commerce websites, where necessary, including stock updates, order management and fulfillment
• Maintaining websites and social media accounts
• Oversee performance of other administrative staff, where available
• Any other ad-hoc tasks as assigned, including those to cover for other roles or to sit in it and set up processes while we find suitable candidates.

Requirements and Skills

• Excellent grasp of Google Suite, Notion, Slack, Zoom and Todoist.
• Meticulous, good with details and highly organized
• High tolerance for ambiguity and spontaneity
• Able to communicate in English effectively – Vietnamese or Chinese (Traditional) a bonus
• Highly values confidentiality, privacy and security (and has actions to back it up)
• Readily contactable, willing to explore long-term arrangements and career progression to positions like Admin Manager, Operations Manager or Chief of Staff
• Has some experience with Singapore as a country, whether you’ve worked or lived here before