The Role
You will be the CEO's dedicated support — managing his office, his calendar, his communications, and his travel, while acting as a discreet liaison with banks, regulators, industry associations, and stakeholders.
CEO Office Management （DailyCore）
• Manage the CEO's calendar, meetings, and daily schedule
• Prepare daily briefing notes on meetings, decisions needed, and priorities
• Update CEO's task list, follow up on pending items, report outstanding matters
• Maintain the CEO's office —tidy, stocked, and professional at all times
• Ensure the office runs smoothly day-to-day as the CEO's operational base
Call Handling and Communications
• Screen all incoming calls professionally — assess urgency and take accurate messages
• Handle routine enquiries independently; direct calls to appropriate staff when needed
• Never interrupt meetings without a written note; pass urgent notes discreetly
• Screen and manage the CEO's email inbox — flag urgent items, draft routine replies
• Draft, proofread and send CEO correspondence — letters, emails, memos, announcements
• Maintain a professional, warm tone in all communications on behalf of the CEO
Hospitality and Guest Management
• Greet and host the CEO's visitors and guests professionally
• Arrange refreshments for meetings — drinks, snacks, meals as appropriate
• Know the CEO's preferred beverages and have them ready
• Prepare meeting rooms —tidy, stocked, equipped with required materials
• Coordinate business lunches and dinners — venue booking, menu selection, guest confirmation
• Arrange corporate gifts, festive greetings, and goodwill gestures for stakeholders
Travel Logistics and Itinerary Management
• Coordinate all CEO travel arrangements — flights, hotels, ground transport
• Prepare comprehensive travel itineraries and travel documentation
• Manage visa applications and passport renewals as required
• Arrange travel insurance for business trips
• Prepare CEO briefing packs before each trip — key meetings, contacts, background notes
• Coordinate with overseas contacts where applicable
• Track and reconcile travel expenses upon CEO's return
Office Administration and Facilities
• Manage office supplies, stationery, and pantry inventory
• Coordinate office maintenance — repairs, cleaning services, equipment servicing
• Liaise with building management on facility matters
• Manage courier services and mail distribution
• Oversee general office cleanliness and operations
• Coordinate meetings with IT suppliers, vendors, and external service providers
Business Meetings and C-Suite Support
• Coordinate C-suite meetings— agenda, venue, minutes, action items within 24 hours
• Follow up on all C-suite action items and report completion status weekly
• Maintain internal documentation, filing systems, and records (physical and digital)
• Prepare meeting packs, presentations, and supporting materials as directed
• Coordinate staff events, company functions, and business dinners
• Support HR administration —maintain staff leave records, onboarding paperwork
Banking and Finance Liaison
• Liaise with banking partners on routine correspondence and account queries
• Prepare documentation for bank meetings and facility reviews
• Coordinate bank mandate updates and signatory changes
• Track banking facilities —renewal dates, document submission deadlines
• Support CEO in relationship management with relationship managers
• Handle routine document submissions to banks
• Maintain banking contact directory — RMs, operations contacts, escalation contacts
• Reconcile and submit CEO's expense claims with receipts monthly
Regulatory and Compliance Support
• Maintain regulatory calendar — track all license renewals, submission deadlines, statutory filings
• Prepare and coordinate statutory returns and filings — submit on schedule, never late
• Handle correspondence with Registry of Pawnbrokers, MinLaw, and other government agencies
• Assist with PSMD ACD submissions and other regulatory documentation
• Support MAS AML/CFT compliance — maintain document register, track staff training completion
• Coordinate ACRA annual return filing with external corporate secretary
• Maintain master register of insurance policies and coordinate renewals 60 days before expiry
• Support CEO in PDPA obligations — maintain documentation and training records
Stakeholder Liaison
• Coordinate Singapore Pawnbrokers Association matters — membership, events, correspondence
• Draft relationship correspondence — thank you letters, festive greetings, follow-up notes
• Maintain stakeholder contact directory — banks, regulators, associations, suppliers
• Support CEO's industry engagements and association activities
Strategic Support (As Required)
• Prepare CEO briefing notes before important meetings — background, key points, decisions needed
• Assist with quarterly business review preparation — agenda, minutes, action items
• Research market informationas directed by CEO — industry trends, regulatory updates
• Maintain CEO's strategicaction list — initiatives in progress, decisions pending
Who We Are Looking For
Essential Requirements
• Singapore Citizen or Permanent Resident only
• Minimum 5 years of experience as Secretary, Personal Assistant, Executive Assistant, or Admin Executive
• Diploma in Business Administration, Secretarial Studies, or equivalent
• Excellent written and spoken English — able to draft formal correspondence independently
• Strong telephone etiquette and communication skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience in travel booking platforms (flights, hotels, transport)
• Strong organisational skills, attention to detail, and discretion
• Reliable attendance —consistent Monday-to-Friday presence is essential
• Comfortable working directly with a CEO in a small office environment
• Able to manage the office independently when CEO is travelling
Strongly Preferred
• Experience in pawnbroking, jewellery retail, or SME financial services
• Familiarity with MinLaw, Registry of Pawnbrokers, MAS AML/CFT correspondence
• Prior experience with online government submissions (PSMD ACD or similar)
• Mandarin proficiency — written and spoken — for stakeholder communications
• Experience coordinating corporate travel and visa applications
• Mature candidates welcomed— stability valued over rapid career progression
Attitude and Values
• Reliable — low absenteeism, consistent attendance, dependable
• Warm and professional — represents the CEO's office with hospitality and discretion
• Discreet — keeps confidential matters strictly private
• Resourceful — can draft correspondence independently without over-reliance on AI tools
• Adaptable — willing to learn and follow the CEO's preferred working style
• Proactive — anticipates needs, spots problems early, acts ahead of instruction
• Committed — genuinely seeking a stable long-term role
