Quills at Work Pte Ltd – Personal Assistant

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