Personal Assistant to CEO and CIDO

Are you a highly organised professional with a passion for supporting senior leadership? We are looking for a proactive and detail-oriented Personal Assistant to provide top-level secretarial and administrative support to our Chief Executive Officer (CEO) and Chief Institute Development Officer (CIDO).

This is a dynamic role that requires agility, discretion, and the ability to manage a fast-paced, ever-changing schedule with complex priorities.  If you thrive in a high-trust environment and enjoy working closely with senior executives, we would love to hear from you.

Job Responsibilities

  • Manage and prioritise a demanding daily schedule for the CEO and CIDO, handling frequent changes and competing priorities.
  • Coordinate meetings and events with internal teams and external senior stakeholders.
  • Prepare business correspondence, meeting minutes, and management reports with precision and professionalism.
  • Follow up on internal and external matters to ensure timely execution and alignment.
  • Organise travel arrangements and meeting logistics, sometime across multiple time zones.
  • Handle confidential documents and sensitive information with discretion.
  • Support institute-wide initiatives, including HR and corporate events & projects.
  • Take part in ad hoc assignments and special projects requiring independent judgement and quick turnaround.

Job Requirements

  • A university degree is preferred.
  • Minimum of 3 years’ experience as a Personal Assistant or Executive Secretary supporting senior management.
  • Excellent command of written and spoken English and Chinese; proficiency in Putonghua is an advantage.
  • Professional, mature, and approachable demeanour with strong integrity and discretion in handling sensitive matters.
  • Exceptional interpersonal and communication skills, with the ability to interact diplomatically with internal and external stakeholders.
  • Excellent organisational and time management skills, with acute attention to detail.
  • Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Chinese word processing. 
  • Familiarity with AI tools and digital platforms to enhance productivity and workflow efficiency. 
  • Highly organised, detail-oriented, and capable of managing multiple complex priorities independently and efficiently under pressure.