Personal Assistant - SPF

We are seeking a highly organised and meticulous Personal Assistant to support our Senior Management team in a dynamic and fast-paced environment. This vital role enables our Senior Management to focus on strategic priorities. By managing schedules, communications, and critical administrative tasks for the Senior Management, the Personal Assistant will play a key part in supporting the overall mission of the Singapore Police Force. You will be placed under the Management Executive Scheme

The job holder’s primary responsibility is to attend to the administrative needs of SPF’s Senior Management. The job holder ensures that the schedule of their principal is well-managed and that the principal is kept informed of meetings and appointments. TYPICAL DAY-TO-DAY RESPONSIBILITIES • The job holder is responsible for managing their principal’s meetings and appointments by ensuring that their calendar is updated accurately and in a timely manner. Where there is conflict of schedules, the jobholder is to find a way to reschedule, de-conflict, and consult their principal on alternative arrangements. • In scheduling any meeting, the job holder must also ensure that the venue, personnel attending, and agenda are ready, so that the principal is provided with sufficient information about the meeting. • The job holder is responsible for organising and updating different working files for the various meetings attended by their principal. The jobholder also prints and organizes the reading materials for their principals before each meeting. • The job holder ensures that all files and correspondence addressed to their principal are checked, monitored, and recorded accordingly. • Where necessary, the job holder must coordinate meetings and this includes booking of venues, obtaining clearance for visitors, and arranging for refreshments. Similarly, if the principal is attending a meeting, the jobholder must coordinate with the receiving party to ensure all necessary clearances have been sought. • The job holder is responsible for initiating, answering and screening phone calls for their principal. If the call is not for their principal, the jobholder is to direct the callers to the relevant department or officer. The jobholder may also advise callers on how to make an official complaint or enquiry, if necessary. • The job holder is responsible for updating the training hours of their principal. The jobholder sees through the arrangements for their principal’s official overseas trip/leave by ensuring that relevant staff are informed of their principal’s absence and that alternative arrangements are in place.

The job holder should possess good communication and interpersonal skills as they work closely with staff at all levels. The job holder should have the initiative to organise work assignments independently, with minimal supervision. REQUIREMENTS • Proficient in written and spoken English. • A results-driven approach with meticulous attention to detail. • Comfort working in a multi-tasking, fast-paced environment. • Ability to work with minimal supervision with strong interpersonal skills. • Proficiency in Microsoft Office suite (e.g., Outlook, Excel, Word, and PowerPoint). • No previous work experience is required although a previous similar job or a previous similar posting in the Police Force or a Home Team department would be an advantage. Short-listed candidates will be notified within two weeks of the closing date for applications.