Solutino Pte Ltd Hiring! Full Time Executive Support Assistant in Federal Territory - Ricebowl

About the Role

The Executive Support Assistant provides personal, household, administrative and operational support to the Principal. While based in Malaysia or Singapore, the role will primarily support executive and personal matters, including scheduling, travel arrangements, administration, errands and household coordination.

The successful candidate will also be required to travel to Australia for approximately four weeks per quarter. During the deployment, the role will coordinate the children’s schedules and transportation, provide companionship when required, and oversee household arrangements. A Housekeeper and Home Assistant are in place. The Executive Support Assistant’s responsibility is to coordinate, monitor and ensure that household and family arrangements are properly organized and completed. The individual will only provide hands-on assistance when necessary.

This position is suitable for someone who is highly service-oriented, organized, hands-on and adaptable. The successful candidate must be discreet, responsive and comfortable supporting a wide range of executive, personal and family-related matters.

Key Responsibilities

1. Personal and Household Administration

• Assist with personal errands, appointments, purchases, deliveries and daily arrangements.
• Coordinate household services, repairs, maintenance, cleaning and other property-related matters.
• Liaise with contractors, vendors, drivers, the Housekeeper, Home Assistant and other service providers.
• Communicate household priorities and monitor the completion of assigned duties.
• Ensure household arrangements, maintenance, supplies and services are properly managed and in place.
• Follow up on outstanding matters and address any service or maintenance issues.
• Step in to provide practical assistance only when required.
• Assist with household bills, payments, receipts, records and related documentation.
• Coordinate restaurant reservations, personal bookings, gifts and special arrangements.
• Assist with other personal, household and family-related arrangements as required.

2. Travel, Family and Logistics Coordination

• Arrange flights, accommodation, airport transfers, transportation and other travel-related bookings.
• Prepare travel itineraries, checklists, visa documents and supporting information.
• Coordinate with travel agents, hotels, drivers and overseas service providers.
• Monitor travel arrangements and assist with last-minute changes when required.
• Travel to Australia for approximately four weeks per quarter to provide on-site coordination support.
• Coordinate the children’s schedules and transportation to and from classes and activities.
• Accompany the children and provide responsible companionship and general supervision when required.
• Ensure meals and snacks are prepared or arranged by the relevant household staff or food service provider.
• Prepare simple meals or provide practical assistance only when necessary.
• Monitor groceries, household supplies and daily family arrangements.
• Ensure all household and family requirements are properly coordinated and in place during the deployment.

3. Executive and Administrative Support

• Assist with calendar management, meetings, appointments and reminders.
• Prepare simple documents, checklists, trackers, meeting materials and follow-up notes.
• Draft routine emails, reminders and updates for review.
• Maintain organized digital and physical records.
• Assist with expense claims, reimbursements, invoices and basic payment coordination with the Administration Department.
• Follow up with internal departments and external parties on assigned matters.
• Monitor outstanding tasks and provide timely updates until completion.

4. Events and Ad Hoc Support

• Assist with private events, family functions, business meetings and logistical arrangements.
• Support research, sourcing, purchasing and information-gathering tasks.
• Handle ad hoc executive, personal, household and administrative duties as required.
• Respond calmly and practically to urgent or unexpected arrangements.

Key Requirements

• Diploma or equivalent qualification in any discipline.
• At least 4–5 years of relevant experience in executive or personal assistance, household administration, hospitality, hotels, aviation or another service-oriented role.
• Highly organized, responsible, responsive and service-oriented.
• Able to coordinate staff and service providers and ensure proper follow-through.
• Able to work independently and handle confidential matters with discretion.
• Possess a valid driving license and be confident in driving.
• Good communication and administrative skills.
• Willing and able to travel to Australia for approximately four weeks per quarter.
• Able to meet the relevant travel and work-authorization requirements.

Working and Travel Arrangements

• The position will be based in Malaysia or Singapore.
• The successful candidate will be deployed to Australia for approximately one month per quarter.
• Work-related airfare, accommodation and local transportation during deployment will be arranged in accordance with company policy.
• An overseas deployment allowance will be provided, where applicable.
• The candidate must be comfortable with reasonable flexibility in working schedules, particularly during overseas deployment.
• Working hours, rest days and time-off arrangements during deployment will be communicated in advance and managed according to the employment terms.
• The appointment is subject to the candidate obtaining or maintaining the appropriate permission to perform the required duties in Australia.

What We Offer

• Competitive salary and employee benefits
• Overseas deployment allowance, where applicable
• Work-related travel and accommodation arrangements
• Reimbursement of approved work-related expenses
• A stable and trusted long-term position
• Exposure to regional and international family-office operations
• A varied role combining executive support, travel and family coordination