Executive Assistant

A leading investment firm in Singapore is seeking a highly organised and resourceful Executive Assistant and Office Manager to support senior leadership and collaborate across all functions.

What you'll do:

As an Executive Assistant and Office Manager based in Singapore, you will play a pivotal role in supporting senior leadership while ensuring the smooth operation of all aspects of the office. Your day-to-day responsibilities will involve managing complex schedules for partners, coordinating travel arrangements across different time zones, acting as the main liaison for both internal teams and external contacts, overseeing procurement needs for the office space, supporting HR functions from onboarding to recruitment scheduling, assisting with financial administration tasks such as invoice processing and expense tracking, contributing to special projects that drive operational improvements across departments, organising major company events from investor meetings to internal celebrations, identifying areas for workflow optimisation to enhance overall efficiency. Success in this role requires you to be highly organised with excellent attention to detail; your ability to communicate effectively with diverse stakeholders will ensure that every aspect of the firm's operations runs smoothly.

• Provide comprehensive executive support to senior partners by managing calendars, coordinating meetings, preparing materials, and handling confidential information with discretion.
• Coordinate complex travel logistics including itineraries and schedules across multiple time zones to ensure seamless arrangements for senior leadership.
• Serve as the primary point of contact for internal and external stakeholders, maintaining professional correspondence on behalf of the partners.
• Oversee daily office operations such as vendor coordination, procurement of supplies, subscription management, and general workplace logistics to maintain an efficient workspace.
• Manage firm-wide administrative workflows to guarantee smooth operational execution across all teams within the organisation.
• Support HR-related tasks including onboarding and offboarding processes, record management, maintaining HR documentation, assisting with recruiting pipelines, and scheduling candidates.
• Assist with finance and administrative processes such as invoice management, expense tracking, reimbursements, and liaising with accountants and service providers.
• Contribute actively to special projects and cross-functional initiatives aimed at enhancing operational efficiency throughout the firm.
• Lead planning and logistics for company events including fundraising activities, investor meetings and dinners, roadshows, conferences, and internal gatherings.
• Proactively identify gaps in workflows, streamline processes, implement solutions to support organisational growth while upholding high standards of professionalism.

What you bring:

To excel as an Executive Assistant and Office Manager in this investment firm environment you will bring proven experience from similar roles where multitasking was routine. Your interpersonal skills will enable you to build strong relationships across all levels of the organisation while maintaining professionalism at all times. You will have demonstrated reliability through consistent delivery on deadlines even when faced with competing priorities. Your technical expertise using Microsoft Office tools will allow you to manage documents efficiently while supporting various administrative functions. A background involving HR coordination or finance administration will further strengthen your application. Above all else your commitment to collaborative problem-solving—combined with adaptability—will make you an invaluable asset as the firm continues its growth journey.

• Demonstrated experience of 5-10 years in executive assistant or office manager roles within professional environments where multitasking was essential.
• Exceptional organisational abilities enabling you to prioritise tasks efficiently while maintaining meticulous attention to detail even under pressure.
• Outstanding written and verbal communication skills allowing you to interact confidently with senior stakeholders both internally and externally.
• High level of integrity combined with discretion when handling sensitive or confidential information related to business operations or personnel matters.
• Proactive mindset characterised by resourcefulness; comfortable taking initiative to solve problems collaboratively within a team setting.
• Ability to adapt quickly within entrepreneurial environments where priorities may shift frequently; flexibility is key for success here.
• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint) supporting your daily administrative responsibilities effectively.
• Experience supporting HR processes such as onboarding/offboarding or recruitment coordination adds value to your candidacy.
• Track record of contributing positively towards special projects or process improvement initiatives within previous organisations.

What sets this company apart:

This investment firm stands out due to its commitment to fostering an inclusive culture where every team member’s contribution is recognised. As part of a lean yet high-performing group you’ll benefit from direct access to senior leadership which encourages open communication channels for sharing ideas. The organisation values flexibility—offering opportunities for personal development through exposure to diverse responsibilities spanning executive support through event planning. Supportive leadership ensures that employees feel empowered while working together towards shared goals; training opportunities are available so you can continue building your skillset over time. The company’s entrepreneurial spirit means that new ideas are welcomed enthusiastically, making it an ideal place for those who want their work to have real impact within a growing business context.

What's next:

If you are ready to take on a rewarding challenge where your organisational talents will truly shine alongside supportive colleagues then this is the opportunity you've been waiting for!

Apply today by clicking on the link provided, your next career move starts here.

Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R22110398 Ilse Clement