Direct Reporting line: Office Manager

Job Summary

We are seeking a proactive, organized and resourceful Executive Assistant to provide administrative, operational, and basic IT administrative support to the team. The candidate will be primarily responsible for providing secretariat support to select members of the investment team. This role also supports the Office Manager with aspects of day-to-day office operations , including providing basic IT support and coordination.

Key Responsibilities

Executive Assistant Support

Provide all aspects of secretarial support to select team members in the Investment team, including but not limited to:

Manage calendars, coordinate schedules, and arrange meetings logistics
Maintain and update contacts and address books (e.g. manage physical business cards)
Support travel arrangements
Prepare expense submissions
Assist in the preparation of presentation materials occasionally

Office Operations

EAs also support office operations collectively. Activities include:

Receive guests and prepare meeting rooms
Manage procurement and replenishment of office supplies
Coordinate office maintenance matters including liaising with building management, season parking arrangements, and facilities upkeep and repairs
Arrange courier and delivery services
Assist with ad-hoc office administration duties and any other assigned tasks (e.g BCP support, offsite planning)

IT Administration Support

Coordinate with external IT vendors and service providers on IT-related matters (e.g. installations, servicing, replacements)
Provide basic troubleshooting support for office equipment, printers, meeting room systems, and user access issues
Assist with the IT setup for new joiners
Maintain inventory records of office IT equipment and assets
Assist in maintaining IT documentation, user access records, and system subscriptions/licenses

Job Requirements

5 years experience as Executive Assistant (or similar role) prior experience in a smaller scale Private Equity or similar set up would be advantageous
Diploma or Degree from reputable institutions
Prior demonstrated experience of providing high quality secretariat support to executives in a high paced environment
Takes a service-oriented approach beyond tasks completion
Handle confidential matters with discretion and professionalism
Independent and makes sound judgement able to multitask and effectively prioritize
Highly presentable with strong written and interpersonal skills polished and approachable manner when engaging external stakeholders
Team player - flexible in covering other Executive Assistants when required enjoys working in a collegiate environment
Proficient in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint and CoPilot
Comfortable troubleshooting basic tech issues and quick to learn

Team EA