Junior Chief of Staff

This position reports to the Singapore MD and CEO and provides critical support to ensure senior management is focusing on top priorities. He/she does this by facilitating decision making for day-to-day activities, while coordinating new initiatives across various departments, and tracking the actions and decisions that arise in detail. Highly organized with good EQ, the Chief of Staff is able to communicate effectively and integrate teams amidst pressure and operational ambiguity.

Objectives of this role

• Oversee strategic business initiatives, from development through successful execution, under the guidance of senior leadership and department heads
• Assist and communicate with executives in decision-making, program management, and initiative implementation
• Review, design, and execute improvements to organizational structure; find knowledge and skills gaps and help address them
• Improve current processes and optimize organizational procedures for efficiency and productivity

Job Responsibilities

• Support Singapore MD to develop short- and long-term priorities (business, financial and people) aligned to OMS business objectives, to translate vision/strategy to actionable deliverables at all levels in the organization
• Serve as an enabling team member of OMS and ensure the leadership team is setting and achieving outcomes, and focused on the top priorities
• Convene and facilitate the OMS Trades team meetings, plan the agenda and support the team in timely, well-informed decision making
• Manage the weekly/monthly/quarterly meetings. Drive strategic business review meetings and KPI discussions. Anticipate issues, manage agendas, and track follow ups.
• Design and facilitate effective meetings by prioritizing key objectives, balancing content review with discussion, and moderating dialogue
• Ensure mechanisms are in place to follow-through on key decisions and actions emerging from management meetings and discussions.
• Partner with HODs, including tracking and measuring progress. Facilitate decision-making and activate and align execution against critical priorities.
• Collaborate with the region heads and subject matter experts to develop communications and presentation materials for various speaking engagements for MD
• Oversee multiple projects by collaborating with stakeholders from diverse business lines, communities and personal interests as directed by the Managing Director.
• Manage business and personal correspondence on behalf of the Managing Director, ensuring professionalism and confidentiality.
• Maintain meticulous personal and business files, including corporate record-keeping for various entities.
• Coordinate the Singapore MD's calendar, travel arrangements, meetings and schedules, including initiating contact and securing appointments as needed.
• Handle financial and accounting tasks for the Singapore MD with utmost confidentiality, assisting in financial record-keeping and reporting as required.
• Oversee daily operations in collaboration with HODs, and perform administrative tasks such as managing calendars, generating correspondence, maintaining hard copies and electronic files, planning and coordinating annual corporate meetings, and scheduling facilities
• Develop and build on relationships with all employees for increased efficiency and responsiveness of existing operations, and help define new operational strategies by working with Singapore MD and other executives on special projects
• Serve as a subject-matter expert, handling inquiries, developing action plans, and assisting with preparation and dissemination of communications
• Serve as a versatile and trusted “right-hand” project manager and advisor to the Singapore MD, and work closely with the various HODs in Singapore office.
• Support Business Leaders in all aspects of organic growth, including awareness of market trends and competitor activities, conceiving and developing new business ideas, driving buy-in and budget support discussions with senior management as well as executing the business strategy.
• Directly support the Singapore MD on deliverables, materials and talking points for a variety of forums including leadership meetings, town halls, external presentations and conferences, leadership offsites and press opportunities.
• Build and maintain strong relationships across the firm to help drive OMS agenda and ensure the right flow of internal discussions / communications.

Job Requirements

• Seven or more years of experience in a business management or executive role
• Experience in planning, organizing, directing multiple teams and departments and leading strategic initiatives
• Excellent written and verbal communication skills
• Excellent presentation skills with the ability to present ideas succinctly and effectively.
• Ability to navigate in ambiguous situation; demonstrated ability to prioritize competing demands and meet deadlines with a client service-oriented mentality.
• Strong initiative and ownership of responsibilities, demonstrates a proactive, positive attitude toward given tasks.
• Administrative duties e.g. set up meeting, minutes writing, travel bookings

Preferred skills and qualifications

• Bachelor’s degree (or equivalent experience) in business administration or similar field
• Experience in data analysis and budget management
• Consulting experience, with a focus on operations management
• Proven success in a project coordination role
• Nimble business mind, focused on developing creative solutions
• Strong project-reporting skills, with focus on interdepartmental communications
• Exemplary interpersonal skills necessary to handle sensitive information and confidential situations.
• Team-oriented and collaborative attitude is a must.