The document describes the responsibilities of a personal secretary to the chairman of an investment firm. The secretary provides full administrative and logistical support to the chairman, including managing his calendar and correspondence, tracking finances and bills, arranging travel, and assisting with meetings and presentations. The secretary is also responsible for overseeing various human resources, payroll, facilities, and office operations tasks. The wide-ranging role requires discretion, organization, and the ability to juggle many competing priorities.

1. Lim Patricia Stephanie Page 1 of 2
Personal Secretary to Chairman, Aquarius Investment Advisors Pte Ltd
Job Description & Responsibilities
1. Administrative support to Chairman in relation to his various positions and diverse lines of
business, community and personal interests with inter-related activities and relationships in
Government and Private sector directorships in about a dozen companies with complete loyalty,
confidentiality and discipline.
2. Ensure and maintain the Chairman’s office function effectively during his absence.
3. Control and manage paper flow into Chairman’s office including reading all incoming
correspondences, drafting or preparing final responses to correspondence as directed by
Chairman, presenting and discussing important correspondence with Chairman determining
which correspondence should or may be handled by other Group officers and generally ensuring
that all correspondences received in the Chairman’s office are responded to in a timely and
effective manner.
4. Strategically book/manage Chairman’s business and personal calendar scheduling
appointments, personal events and meetings, managing to-do’s, travel arrangements and
birthdays.
5. Manage all in-coming calls and e-mails providing information in response to requests, and
exercising judgment when filtering inquiries.
6. Maintaining Chairman’s extensive business contacts electronically.
7. Effectively manage the Chairman’s personal affairs ie tracking of bill payments on Club
Memberships, Publications, Telephone/Cable, Credit Cards, Power Supply, Domestic Worker,
Personal Driver, Motor Vehicles, service providers for home.
8. Work closely with other stakeholders to assure the Chairman’s preparation for meetings,
presentations or other engagements.
9. Meticulous corporate record keeping for multiple entities, storage and retrieval of business and
personal activities.
10. Data mining for various industries ie Supply Chain, IT healthcare, Aerospace etc.

2. Lim Patricia Stephanie Page 2 of 2
Personal Secretary to Chairman, Aquarius Investment Advisors Pte Ltd
Job Description & Responsibilities
11. Travel arrangements for Chairman and spouse including Visa applications, airline bookings, re-
routing and hotel arrangements.
12. Arrange meeting rooms with accompanying social graces and conference calls.
13. Prepare powerpoint materials for Chairman.
14. Assist in local hotel accommodations and ground logistics for Chairman’s guest(s).
15. Human Resource Administrative duties for Napier such as processing applications and
cancellations with Ministry of Manpower on Employment Pass /Work Permit Pass and ensure
accurate record keeping.
16. Process and co-ordinate with third party payroll provider on monthly salaries for Napier
Management employees and ensure accurate record keeping and proper deductions.
17. Co-ordinate between third party payroll provider and Napier on monthly salary and CPF funds
transfer to third party provider for timely credit to ALL employees.
18. Manage office entry access for employees.
19. Liaise with Building management on Occupational Health & Safety, office security, janitorial, air
conditioning, car park and other facilities.
20. Liaising with servicing company on servicing and calibrating of equipment and instrument and
subsequent certificate issue.
21. Ensure the efficient running of office operations with timely requisition of supplies.
22. Other tasks as may be assigned professional or personal.