Executive Assistant cum Office Manager

Executive Assistant cum Office Manager

We are seeking a highly organized, proactive, and detail-oriented individual to serve as the Executive Assistant to provide support to the Managing Director, APAC and Head of Global Capital Markets (GCM), while also taking on the role of Office Manager. This hybrid role will provide critical secretarial and administrative support to the leadership team while ensuring the efficient operation of the office environment. The ideal candidate will have strong communication skills, a problem solver, the ability to multitask, and a passion for delivering excellent service.

This position is based in Singapore and reports to the Managing Director (APAC).

Responsibilities:

Executive Assistant

• Calendar & Schedule Management – Manage and organize calendars for both MD, APAC and Head of GCM, including diary keeping, arrange meetings and client meetings (as needed)
• Attend and take minutes of meetings (e.g. Regional meeting, Board meeting etc)
• Manage all logistics related to meetings & events coordination
• Travel Coordination – Manage all logistics related to travel e.g. flight / hotel booking etc
• Expense Management – Claims submission including travel and medical insurance
• Communication & Liaison – Provide Cross Service Line Assistance and be the point of contact for the APAC office and other overseas offices
• Project Assistance – Assist in monitoring fees are invoiced and paid, document signing etc
• HR Support – New staff onboarding and monthly catch up with UK HR

Office Manager

• Oversee the daily operations of the office, ensuring it runs smoothly and efficiently
• Provide administrative support such as asset keeping, invoicing etc
• Organize and coordinate Company events; including team-building events/activities, office celebrations, APAC Conference and Marketing Events (as needed)
• Handle office supplies, equipment and vendor relationships including ordering supplies and managing maintenance schedule, company membership etc
• Point of contact for global VIPs and EAs

Qualifications and Experience

• Bachelor’s Degree or Diploma in any discipline
• At least 8 years proven experience as Executive Assistant, Office Manager, or similar role, ideally supporting senior executives (MD)
• Prior experience in managing travel and complex calendars for senior executives
• Prior experience in office management and event coordination
• Strong organizational skills with the ability to multitask and meet deadlines
• Excellent communication skills in both oral and written English and Chinese to support liaison with regional offices in China markets
• High level of professionalism in handling confidential information
• Proactive, independent and strong problem-solving skills
• Strong interpersonal skills and ability to collaborate across teams
• Excellent computer skills in MS Word, Excel and PowerPoint

We regret that only shortlisted applicants will be notified.