Executive Secretary

osition Summary

The Senior Personal Assistant & PA Team Lead serves as a trusted executive partner to the Chairman, providing high-level, confidential and proactive support across the Chairman’s business and corporate activities. The role acts as a key interface between the Chairman and senior management, internal functions and external stakeholders, ensuring effective communication, coordination and follow-through on the Chairman’s priorities and directives.

In addition to providing direct executive support to the Chairman, the role leads and oversees the team of Personal Assistants supporting the Chairman, ensuring clear task allocation, seamless coordination, consistent service standards and effective execution across the Chairman’s Office.

The successful candidate will demonstrate exceptional judgement, discretion and organizational maturity, with the ability to anticipate the Chairman’s needs, manage competing priorities and operate with ahigh level of independence in a fast-paced and confidential environment.

Role Objective

The ultimate objective of this role is to enable the Chairman to operate with maximum effectiveness by providing trusted executive support, ensuring disciplined follow-through on priorities, and leading ahigh-performing PA function within the Chairman’s Office.

Key Responsibilities

1. Executive Support to the Chairman

+ Serve as the Chairman’s trusted and principal executive support, managing a range of confidential business matters and family Support and Chairman Personal Matter.

+ Proactively manage the Chairman’s calendar, appointments, meetings, travel arrangements and daily priorities.

+ Anticipate the Chairman’s requirements and proactively coordinate relevant information, materials and follow-up actions.

+ Prepare and coordinate meeting agendas, briefing materials, presentations, reports and other documents as required.

+ Ensure timely follow-up and execution of matters arising from the Chairman’s meetings, discussions and directives.

2. Chairman’s Office Coordination

+ Act as a central point of coordination between the Chairman and senior management, business units, corporate functions and external stakeholders.

+ Align communication, priorities and follow-up across relevant stakeholders to ensure the Chairman’s decisions and directives are effectively implemented.

+ Monitor key actions and commitments arising from the Chairman’s Office and ensure timely follow-through.

+ Coordinate cross-functional matters requiring the Chairman’s attention and ensure appropriate escalation of critical issues.

+ Maintain a clear overview of the Chairman’s priorities, commitments and outstanding matters.

3. PA Team Leadership

+ Lead, coordinate and oversee the team of Personal Assistants supporting the Chairman.

+ Establish clear work allocation, priorities and coordination protocols across the PA team.

+ Ensure consistent standards of professionalism, responsiveness, confidentiality and executive support.

+ Provide guidance, coaching and direction to PA team members and support the development of a high-performing PA function.

+ Review workload distribution and coordinate coverage to ensure continuity of support.

+ Promote effective collaboration and information sharing within the PA team while maintaining appropriate confidentiality.

4. Executive Communication & Stakeholder Management

+ Represent the Chairman’s Office professionally when liaising with senior executives, business partners, government representatives and other external stakeholders.

+ Exercise sound judgement in managing sensitive communications and determining appropriate levels of escalation.

+ Build and maintain strong working relationships with key stakeholders on behalf of the Chairman.

+ Ensure communications and commitments involving the Chairman are handled with accuracy, discretion and appropriate urgency.

5. Confidentiality, Governance & Professional Standards

+ Handle highly confidential, commercially sensitive and personal information with the highest level of discretion and integrity.

+ Ensure appropriate protocols are maintained for confidential documents, communications, meetings and information.

+ Support the Chairman in maintaining an organized, disciplined and professional operating environment within the Chairman’s Office.

+ Uphold the highest standards of professionalism, confidentiality, integrity and executive conduct.

5. Family Support

+ Manage lifestyle-related arrangements such as dining, events, entertainment, and leisure activities.

+ Oversee family-related logistics including schooling, healthcare, household staff coordination, and travel planning.

+ Assist with property management, luxury services, and special projects as required.

+ Support in organizing private functions, hosting VIP guests, and handling personal errands.

Key Competencies

+ Executive maturity and judgement – able to operate with senior leadership and exercise sound judgement in sensitive situations.

+ Exceptional organizational capability – highly structured, detail-oriented and able to manage multiple priorities simultaneously.

+ Proactive and anticipatory mindset – able to anticipate requirements and take action without constant direction.

+ Strong communication and interpersonal skills – confident and professional when interacting with senior executives and external stakeholders.

+ Leadership and coordination capability – able to lead and influence a team of PAs and coordinate across functions.

+ Discretion and confidentiality – demonstrates absolute integrity when handling sensitive business and personal matters.

+ Resilience and adaptability – comfortable working in a dynamic, fast-paced and demanding executive environment.

+ Ownership and accountability – takes full responsibility for follow-through, execution and delivery.

Candidate Profile

* Minimum 8–10 years of experience in senior Personal Assistant, Executive Assistant, Executive Office or similar executive support roles.

* Prior experience supporting a Chairman, CEO, CFO or other C-suite executive is highly preferred.

* Demonstrated experience in leading, supervising or coordinating a team of PAs/EAs.

* Strong exposure to corporate, investment, multinational or fast-paced business environments will be advantageous.

* Excellent written and verbal communication skills in English and Mandarin are preferred.

* High level of proficiency in Microsoft Office and other executive productivity tools.

* Willingness to work with flexibility according to the Chairman’s schedule and business requirements.