About the Role

We are looking for an experienced and highly organised Office Manager cum Personal Assistant to CEO to join a private investment/family office.

This is a broad, hands-on position combining office management, executive support, HR administration, basic accounting support, vendor management and corporate documentation.

The successful candidate will support the CEO and three members of the investment/operations team and should be proactive, responsive and comfortable managing multiple responsibilities independently.

Key Responsibilities

Office & Administrative Management

Oversee the day-to-day operations and upkeep of the office, ensuring a professional and conducive working environment.
Manage office assets, supplies, pantry requirements and general facilities.
Liaise with vendors and service providers for office supplies, cleaning, IT services, travel, hotels, subscriptions, building management and other office requirements.
Maintain good relationships with existing and new vendors.
Coordinate employee medical and travel insurance renewals.
Proactively identify opportunities to improve administrative processes and office efficiency.

HR Administration

Support Employment Pass and Dependant's Pass applications and related administration.
Coordinate payroll administration, employee claims and leave records.
Support corporate insurance administration and renewals.
Prepare HR correspondence and headcount/staffing reports.
Coordinate employee onboarding and offboarding activities.
Maintain relevant employee records and documentation.

Finance & Accounting Support

Assist with basic cash-budget forecasting and payment administration.
Coordinate payments to vendors and service providers.
Support basic accounting activities, including simple journal entries where required.
Work closely with outsourced accounting and audit providers on monthly reconciliations, audit documentation and tax-related matters.
Maintain accurate supporting records and documentation.

Corporate Documentation & Operations Support

Liaise with banks, financial institutions and other external parties on documentation requirements.
Compile and provide corporate and KYC documents required for account openings, new investments and other administrative matters.
Follow up with relevant parties to ensure documentation is complete and current.
Maintain corporate documents and licences and coordinate renewals when required.
Specialist KYC or compliance experience is not required.

IT & Document Management

Coordinate with the relevant IT team on software installations, upgrades and other IT requirements.
Perform basic setup of Microsoft Office and Outlook on new laptops.
Maintain laptop and IT equipment inventory.
Maintain documents on shared servers for easy retrieval by the Investment and Operations teams.

Executive & Principal Support

Provide secretarial and administrative support to the CEO and three investment/operations team members.
Manage calendars, meetings and appointments.
Coordinate travel, hotel arrangements and visa applications.
Screen incoming calls and manage correspondence.
Liaise with external service providers as required.
Ensure requests are handled promptly, professionally and discreetly.

Requirements

Minimum 5 years of relevant experience in office management, executive/personal assistance or a similar capacity.
Experience supporting CEO, senior management, principals or business owners would be advantageous.
Strong spoken and written English with a confident and professional communication style.
Highly proactive and responsive, with the ability to provide timely updates and follow through independently.
Strong organisational and multitasking skills.
Hands-on experience across office administration, calendar management, travel coordination and vendor management.
Exposure to HR administration, payroll and employment pass processes would be advantageous.
Basic accounting knowledge, including payments, reconciliations and simple journal entries.
Familiarity with QuickBooks would be advantageous.
Comfortable coordinating corporate documentation and monitoring licences/documents for renewal.
Proficient in Microsoft Office.
High level of professionalism, confidentiality and discretion.
Experience within a family office, investment firm, financial services or similar professional environment would be advantageous.

This role would suit someone who enjoys taking ownership of a broad range of responsibilities and working within a small, professional team.

EA Licence No: 11C5502
Registration No: R1331697

Office Manager cum PA to CEO (1 year contract)