Second Personal Assistant

About the Role

We are seeking an experienced, highly organised, and proactive Second Personal Assistant to provide comprehensive executive-level support to the Group Chief Operating Officer (GCOO). The successful candidate will serve as a trusted partner to the GCOO, ensuring seamless management of daily operations, business priorities, and stakeholder engagements while maintaining the highest level of professionalism and confidentiality.

Key Responsibilities

Executive & Administrative Support

• Provide full spectrum of executive secretarial and administrative support to the GCOO.
• Manage the GCOO calendar, appointments, meetings, and daily schedule.
• Prepare, draft, edit, and proofread correspondence, reports, presentations, meeting materials, and other business documents.
• Handle confidential information with the utmost discretion and professionalism.
• Manage filing systems, records, and documentation to ensure accuracy and accessibility.

Business Coordination & Stakeholder Management

• Coordinate business meetings, board meetings, investor meetings, and other high-level engagements.
• Liaise effectively with internal stakeholders, senior management, business partners, investors, and external parties on behalf of the GCOO.
• Prepare meeting agendas, presentation materials, minutes, and follow up on action items to ensure timely completion.

Business Development Support

• Provide administrative and coordination support for new business initiatives and strategic projects.
• Conduct research, compile information, and prepare reports to support business decision-making.
• Undertake specific assignments

Event & Travel Management

• Coordinate events, networking functions, and social engagements involving the GCOO.
• Manage complex local and overseas travel arrangements, including flights, accommodation, transportation, itineraries and expense claims.
• Accompany the GCOO on business trips when required.

General Responsibilities

• Be able to anticipate the GCOO's needs and proactively resolve administrative or operational matters.
• Support cross-functional coordination across business units when required.

Requirements

Qualifications

• Diploma in Business Administration, Private Secretarial Studies, or a related discipline.

Experience

• Minimum 8–10 years of experience as an Executive Assistant, Personal Assistant, or in a similar executive support role, preferably supporting C-suite executives.
• Proven experience managing highly confidential and sensitive information with discretion.
• Strong experience coordinating complex calendars, business meetings, travel arrangements, and executive schedules.
• Experience engaging with senior executives, investors, business partners, and external stakeholders.
• Exposure to multinational or regional business environments will be an advantage.
• Previous customer-facing experience is desirable.

Skills & Competencies

• Excellent organisational, planning, and multitasking skills with strong attention to detail.
• Outstanding written and verbal communication skills.
• High level of professionalism, integrity, discretion, and sound judgement.
• Strong interpersonal and stakeholder management skills.
• Proactive, resourceful, adaptable, and able to work independently in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other digital collaboration tools.
• Ability to prioritise multiple assignments and meet tight deadlines.