Personal Assistant (Maritime)

Role Overview The Personal Assistant provides dedicated personal, administrative, and lifestyle support to the Directors, ensuring the smooth management of professional and personal commitments. This role requires exceptional discretion, strong organizational skills, flexibility, and the ability to anticipate needs in a fast-paced environment. Acting as a trusted partner, the Personal Assistant coordinates daily activities, manages complex arrangements, and supports business, household, and lifestyle requirements. Responsibilities 1. Calendar & Schedule Management Manage appointments, meetings, and personal engagements Prioritize schedules and resolve conflicts efficiently 2. Travel & Lifestyle Coordination Arrange domestic and international travel, including flights, visas, accommodations, and transportation Prepare itineraries and oversee travel logistics 3. Personal & Household Management Coordinate household staff and service providers Oversee property maintenance and household operations Manage personal errands, purchases, and gift sourcing Support family-related activities and arrangements 4. Business & Administrative Support Prepare correspondence, reports, and administrative documents Manage emails, calls, and communications on behalf of the Directors Attend meetings, record minutes, and follow up on action items Liaise with business partners, advisors, and stakeholders 5. Event & Social Planning Organize private and corporate events Coordinate venues, vendors, guest lists, and event logistics 6. Financial & Asset Coordination Assist with expense tracking, bill payments, and budget monitoring Coordinate with accountants, legal advisors, and wealth managers Support administrative matters relating to investments and assets, including liaison with private bankers 7. Tax & Records Administration Prepare and submit personal tax filings through the IRAS myTax Portal within statutory deadlines Compile and maintain financial records, including IR8A statements, rental income details, and investment documentation Identify applicable tax reliefs, rebates, and optimization opportunities Act as the primary contact for IRAS correspondence and assessment reviews Maintain accurate, secure, and confidential financial records 8. Confidentiality & Risk Management Handle sensitive personal and business information with strict confidentiality Maintain professionalism, privacy, and discretion at all times Respond effectively to urgent matters and changing priorities Requirements / Qualifications Minimum 3–5 years of experience supporting senior executives or high-net-worth individuals Experience in private households, family offices, or luxury service environments preferred Proficient in Microsoft Office, scheduling systems, and communication tools Ability to manage multiple priorities and work under pressure Core Competencies & Skills Excellent organizational and time management skills High level of discretion and confidentiality Strong communication and interpersonal abilities Proactive mindset with strong problem-solving skills Flexibility to support outside regular business hours when required Ability to perform effectively in dynamic environments Personal Attributes Professional, polished, and service-oriented Reliable, trustworthy, and detail-focused Calm and composed when handling urgent matters Strong emotional intelligence and cultural awareness High level of ownership, accountability, and initiative