Position: Executive Assistant & Office Manager (Family Office)
Position Overview
We are seeking a highly dependable and experienced Executive Assistant & Office Manager to provide comprehensive support to the CEO/Founder across executive coordination, office operations, business administration, and selected personal matters.
This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and is comfortable supporting both corporate and family office-related activities with a high level of discretion and professionalism.
Key Responsibilities
Executive Support
- Provide full-spectrum administrative and operational support to the CEO/Founder
- Manage complex calendars, meetings, business schedules, and travel arrangements
- Coordinate cross-functional matters with internal teams and external stakeholders
- Prepare correspondence, presentations, reports, and confidential documentation
- Handle ad-hoc requests and time-sensitive matters efficiently
Business & Operational Coordination
- Coordinate regional and overseas business arrangements when required
- Track and follow up on key action items and executive priorities
- Support meeting preparation, documentation, and execution of strategic initiatives
- Liaise with external service providers, advisors, vendors, and business partners
Office Management
- Oversee daily office operations and ensure a well-organized, efficient workplace environment
- Manage office administration, procurement, facilities, vendor relationships, and service providers
- Coordinate onboarding logistics, office policies, and administrative processes
- Support budgeting, expense tracking, invoice management, and operational administration
- Organize company events, management meetings, and internal activities when required
Family Office & Personal Support
- Assist with selected family office-related administration, coordination, and confidential matters
- Coordinate personal scheduling, appointments, travel logistics, transportation, and lifestyle arrangements for the CEO and family members when required
- Support hospitality arrangements for VIP guests, investors, business partners, and family office visitors
- Liaise with external advisors, private banking contacts, property managers, schools, healthcare providers, and other service providers as necessary
- Handle sensitive information with the highest level of confidentiality and discretion
Requirements
- Minimum 8 years of experience supporting senior executives, founders, family principals, or business leaders
- Prior experience in Executive Assistant, Personal Assistant, Office Manager, Executive
- Operations, Chief of Staff, or similar roles
- Previous exposure to Family Office, Entrepreneur-led businesses, Investment Office, Private Wealth environments, or Founder-led organizations is highly preferred
- Strong sense of confidentiality, discretion, ownership, and accountability
- Highly organized, resourceful, proactive, and responsive
- Excellent interpersonal and communication skills
- Able to multitask, prioritize effectively, and remain composed under pressure
- Comfortable handling both corporate and personal matters with professionalism
- Proficiency in English and Mandarin is required to liaise with Mandarin-speaking stakeholders effectively
