Personal Assistant & Butler to Family Office Principal

Personal Assistant & Butler to Family Office Principal

Location: Singapore

Nationality: Singapore Citizen

Languages: Fluent English and Mandarin Chinese

Employment Type: Full-Time

Role Overview

We are seeking a highly organised, discreet and service-oriented Personal Assistant & Butler to support the Principal of a Family Office.

This is a hybrid role combining personal assistant, private butler and lifestyle support responsibilities. The successful candidate will work closely with the Family Office CEO, who will oversee and coordinate the Principal's business, investment and Family Office matters.

The candidate must be a Singapore Citizen and fluent in both English and Mandarin Chinese. A high level of discretion, professionalism, flexibility and personal service is essential.

Key Responsibilities

Executive & Personal Assistant Support

- Manage the Principal's calendar, appointments, meetings and daily schedule.

- Coordinate meetings across multiple countries and time zones.

- Manage correspondence, calls, messages and follow-ups for the Principal.

- Prepare meeting materials, briefing notes and documents where required.

- Track important commitments, deadlines and outstanding action items.

- Prioritise incoming requests and ensure urgent matters receive appropriate attention.

- Maintain organised records and confidential documents.

- Liaise closely with the Family Office CEO on business-related appointments, instructions and follow-ups.

- Ensure relevant business matters are appropriately communicated to the Family Office CEO rather than independently engaging banks, investment managers or other financial institutions.

Family Office Coordination

- Act as a key coordination point between the Principal and Family Office CEO.

- Coordinate the Principal's business schedule and requirements with the Family Office CEO.

- Relay instructions, documents and requests to the Family Office CEO for appropriate action.

- Follow up with the Family Office CEO and Family Office team on matters requiring the Principal's attention or approval.

- Assist with administrative preparation for Family Office meetings when required.

- Maintain strict confidentiality regarding the Principal's business, investments, financial affairs and family matters.

- The role is not responsible for managing banking, investment or financial relationships directly; these matters are handled through the Family Office CEO and relevant Family Office professionals.

Butler & Private Service Responsibilities

- Provide attentive and professional day-to-day personal service to the Principal.

- Anticipate the Principal's daily personal requirements and make appropriate arrangements.

- Prepare meeting rooms, private dining areas and other spaces before the Principal's arrival.

- Welcome and attend to private guests, business associates and VIP visitors professionally.

- Coordinate refreshments, meals, restaurant bookings and private dining arrangements.

- Assist with serving beverages and meals during private meetings, dinners and events when required.

- Coordinate wardrobe, clothing, laundry, dry-cleaning and packing requirements where appropriate.

- Prepare and pack luggage for business and personal travel.

- Ensure personal belongings and travel essentials are organised before departures.

- Coordinate with household staff, drivers, chefs, cleaners, security personnel and other service providers.

- Assist with gifts, personal purchases, errands and special requests.

- Maintain complete discretion regarding the Principal's residence, movements, guests and personal affairs.

Travel & Lifestyle Management

- Arrange domestic and international travel, including flights, hotels, transportation and detailed itineraries.

- Coordinate airport transfers, restaurant reservations, business meetings and private engagements.

- Liaise with hotels, concierge teams and service providers to ensure the Principal's requirements are prepared in advance.

- Accompany the Principal on domestic or international travel when required.

- Assist with luggage, travel documents and personal arrangements throughout trips.

- Handle last-minute changes to schedules and travel arrangements efficiently.

China & Chinese-Language Coordination

- Communicate with Chinese-speaking business partners, guests and service providers.

- Handle correspondence and documentation in both English and Chinese.

- Assist during meetings with Chinese-speaking parties and provide informal interpretation where necessary.

- Coordinate communications and arrangements with parties in Mainland China, Hong Kong and the wider Greater China region.

- Assist with WeChat and other relevant Chinese communication platforms.

- Refer substantive business, investment or financial matters arising from such communications to the Family Office CEO.

Personal & Household Coordination

- Manage personal appointments, reservations and selected household-related arrangements.

- Coordinate with household employees, vendors, contractors and service providers.

- Assist with private functions, family gatherings, dinners and special occasions.

- Maintain household and personal schedules relevant to the Principal.

- Assist with purchasing and sourcing personal items when requested.

- Ensure instructions given to household or external service providers are followed through.

Requirements

- Must be a Singapore Citizen.

- Fluent in spoken and written English and Mandarin Chinese.

- Strong organisational and time-management skills.

- Excellent communication, interpersonal and service skills.

- High level of discretion, integrity and confidentiality.

- Strong sense of etiquette and professional presentation.

- Able to anticipate the Principal's requirements rather than waiting for instructions.

- Comfortable interacting with senior executives, high-net-worth individuals, family members and VIP guests.

- Able to work effectively with and take coordination direction from the Family Office CEO on Family Office and business matters.

- Strong attention to detail and ability to manage multiple priorities.

- Proficient in Microsoft Office, including Outlook, Word, Excel and PowerPoint.

- Comfortable using WeChat and other messaging/productivity applications.

- Flexible regarding working hours, including occasional evenings, weekends or public holidays when required.

- Willing and able to travel internationally with the Principal when necessary.

Preferred Experience

- Previous experience as a Personal Assistant, Executive Assistant, Private PA, Private Butler, Lifestyle Manager or Family Office Assistant.

- Experience supporting a high-net-worth individual, family, business owner, entrepreneur or C-suite executive.

- Previous experience in luxury hospitality, five-star hotels, private residences or family offices would be advantageous.

- Formal butler, hospitality or etiquette training would be an advantage but is not essential.

- Experience dealing with stakeholders in Singapore and Greater China is preferred.

Personal Attributes

The ideal candidate should be:

- Highly trustworthy and discreet.

- Service-oriented without being intrusive.

- Proactive and able to anticipate needs.

- Calm, resourceful and composed under pressure.

- Exceptionally organised and detail-oriented.

- Well-presented with strong personal grooming and professional etiquette.

- Comfortable moving between a corporate Family Office environment and private household or social settings.

- Able to exercise sound judgement and understand appropriate boundaries and reporting lines.

- Flexible and willing to assist outside conventional office hours when required.

- Respectful of the Principal's and family's privacy at all times.

Confidentiality

Due to the nature of the position, the successful candidate will have access to highly confidential personal, family, financial and business information. Absolute discretion, loyalty, integrity and respect for the privacy of the Principal and family are fundamental requirements of this position.