Executive Personal Assistant to CEO & COO

About the role

The Executive Personal Assistant will support Hegen's CEO and COO, ensuring their daily operations run smoothly and efficiently. This role combines high‑level administrative duties with personal assistance, allowing the executives to focus on strategic priorities.

Key responsibilities

• Manage executives' calendars, meetings, reservations and appointments.
• Prepare briefing notes, presentations and reports for internal and external meetings.
• Handle email and correspondence on behalf of the executives.
• Organise travel arrangements, including flights, accommodation and itineraries.
• Prepare agendas, take minutes and assemble research and presentation materials.
• Review and proofread contracts, legal documents and non‑disclosure agreements.
• Maintain accurate and confidential records, files and documentation.
• Coordinate office operations, team events and board meetings across departments.
• Arrange logistics for meetings, including venue booking and technology setup.
• Track projects, deadlines and follow‑ups to ensure timely completion.
• Provide ad‑hoc personal support and assist with special projects.
• Act as a professional point of contact for internal and external stakeholders.

Required profile

• Diploma or Bachelor’s degree in Business Administration or a related field.
• Minimum 3 years of experience as a Personal Assistant supporting senior management or C‑suite executives.
• Excellent written and verbal communication skills in English and Mandarin.
• High degree of discretion, professionalism and integrity.
• Flexibility to manage urgent tasks beyond regular office hours.
• Strong organizational, time‑management and multitasking abilities.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).