Travel & Personal Assistant to CEO

We are seeking a highly professional, discreet, and resourceful Travel & Personal Assistant to support a senior business leader with regional responsibilities. This role requires strong organisational skills, sound judgement, and the ability to manage both business and selected personal administrative matters with maturity and confidentiality.

Key Responsibilities

Travel Planning & Logistics (85%)

• Plan and coordinate end-to-end travel arrangements for the CEO, including flights, accommodation, ground transport, and detailed itineraries, for both business and selected personal travel.
• Research and recommend dining options, activities, and experiences aligned with the CEOs preferences for business and selected personal travel.
• Coordinate overseas meetings, events, and engagements, including venue sourcing, logistics, and vendor liaison where required.
• Manage VIP arrangements such as lounge access, priority services, and special requests.
• Prepare and manage travel documentation, including visas, insurance, and related records.
• Ensure travel plans are cost-effective, well-organised, and executed with precision.
• Budgeting & Expense Administration
• Track travel and related expenses, manage receipts, and prepare expense claims.
• Liaise with Finance Department to ensure timely submission and compliance with internal policies.
• Coordinate booking for selected leisure and recreational activities (eg. Sports facilities, classes or events) as required.
• Provide support on ad-hoc administrative and coordination matters as required by the CEOs office.

Calendar Management & Executive Support (15%)

• Manage the CEOs calendar, appointments, and meeting schedules.
• Act as a gatekeeper for the CEO, managing emails, calls, and correspondence professionally.
• Prepare briefing materials, schedules, and notes for meetings as required.
• Draft and coordinate communications on behalf of the CEO when necessary.
• Stakeholder Coordination
• Liaise with internal stakeholders (e.g. senior management, board members) and external partners, vendors, and service providers.
• Maintain strong working relationships while exercising discretion and professionalism.
• Exercise sound judgement in all matters relating to the CEOs office.

Requirements

• Minimum 5–8 years experience supporting a senior executive, entrepreneur, or family office.
• Strong experience in complex travel planning and logistics.
• Highly organised, resourceful, and able to work independently.
• Discreet and trustworthy with excellent judgement.
• Strong communication skills and professional presence.
• Comfortable with occasional after-hours coordination related to travel or urgent matters.
• Demonstrated strong ability to handle sensitive business and personal information with highest level of confidentiality.

By submitting any application or resume to us, you will be deemed to have agreed and consented to us disclosing your personal information to prospective employers for their consideration.

We regret only shortlisted candidates will be notified.

Gwenneth Kirsten Wee

Reg No. R1545315

EA: 25C3031 | UEN: 202527765K

[email protected]

Antares Management Services Pte Ltd