Role Overview
We are seeking a highly capable, polished, and resourceful Executive Assistant & Office Manager to provide dedicated support to senior leadership while ensuring the office operates at a consistently high standard.
This is a critical role working closely with the Group Executive Chairman requiring sound judgment, strong attention to detail, and the ability to operate with pace, discretion, and precision. The ideal candidate is proactive, highly organized, and thrives in a fast-moving, high-performance environment.
Key Responsibilities
Executive Assistant to Group Executive Chairman
- Provide high-level, proactive administrative support to senior leadership
- Manage complex and ever-changing calendars, with strong prioritization and judgment
- Coordinate domestic and international travel with detailed itineraries
- Prepare and coordinate meetings, including agendas, materials, and follow-ups
- Assist in the preparation and formatting of:
- Board materials
- Investor presentations
- Leadership communications
- Track key action items and ensure timely follow-through across stakeholders
- Handle confidential and sensitive matters with professionalism and discretion
- Act as a gatekeeper and liaison, managing communications with internal and external stakeholders
- Provide support to the Group Executive Chairman on the preparation of board materials, investor presentations, and strategic communications.
- Anticipate needs ahead of time and proactively resolve issues before they arise
Office Management
- Oversee the day-to-day running of the office, ensuring a professional, well-maintained, and welcoming environment
- Manage vendors and service providers to ensure consistent quality and responsiveness
- Ensure meeting rooms, office facilities, and equipment are always in optimal condition
- Oversee office supplies, pantry, and inventory with strong attention to detail and presentation
- Coordinate deliveries, including local and overseas courier arrangements, and general office logistics seamlessly
- Manage and track office expenses, including timely submission to Finance for approval
- Support workspace planning and office setup changes as required
- Uphold a high standard of office presentation and guest experience at all times
- Support onboarding and offboarding processes (e.g. access coordination, name cards)
- Ensure timely download and proper storage of voice recordings for internal review
What We're Looking For
- 58 years of experience supporting senior executives in a fast-paced environment
- Proven ability to manage competing priorities with speed and accuracy
- Strong judgment and ability to handle ambiguity and changing demands
- High level of discretion and professionalism
- Excellent communication and stakeholder management skills
- Strong proficiency in Microsoft Office
- Prior experience in financial services, professional services, or similar environments is advantageous
Key Attributes
- Highly responsive, dependable, and takes ownership
- Detail-oriented with a strong sense of urgency
- Proactive and able to anticipate needs ahead of time
- Calm under pressure and able to adapt quickly
- Polished, confident, and comfortable interacting with senior stakeholders
- Takes pride in delivering high-quality work and maintaining high standards
Working Style & Environment
- Fast-paced, dynamic environment with shifting priorities
- High level of exposure to senior leadership and decision-making
- Role requires flexibility, responsiveness, and occasional support outside standard hours when needed
- Best suited for individuals who enjoy being hands-on, take initiative, and operate with a strong sense of accountability
