Executive Assistant to Managing Director

A private single-family office is seeking an exceptional Executive Assistant to support its Managing Director. This is an all-encompassing role at the very centre of the Managing Director's Office, spanning both his business affairs and the personal and family life of the family office.

You will anticipate needs, manage complexity with calm confidence, and make sure nothing falls through the cracks whether that is a board meeting, a family holiday or a household matter. It will suit someone who thrives on variety, takes genuine pride in making another person's life run smoothly, and brings as much heart to family matters as precision to corporate ones.

Essential to this role: this position sits at the centre of the Managing Director's professional and personal life, with access to highly sensitive business and family information. It is built on absolute discretion, unwavering trust and genuine personal care, the foundation on which everything else rests.

Reports to: Associate Chief of Staff

Location: Singapore (onsite)

Employment: Full-time, permanent

What you'll do

• Calendar, scheduling & meetings, own a heavy, complex calendar spanning international time zones; resolve conflicts before they arise; prepare agendas, presentation materials, briefing notes and dossiers; take minutes and track follow-through on every action item.

• Business travel & logistics, plan extensive international travel end to end: flights, hotels, ground transport, car hire, visas, immigration, conference registration and currency. Build detailed itineraries and travel dossiers with contingencies built in; manage loyalty memberships and process expense claims promptly.

• Family office, portfolio & board support, act as the primary administrative liaison across the family office group and its portfolio companies, and to the Board of Directors, quarterly meetings, calls and dinners, accommodation and reimbursements for out-of-town members, and board papers prepared to the highest standards of governance and discretion.

• Correspondence & documents, sort, read and annotate incoming mail; make sure everything is complete and accurate before it reaches the Managing Director for signature; draft correspondence on his behalf in a tone that reflects him well; research and assemble materials for business proposals and personal decisions alike.

• Personal records & administration, maintain meticulous records of personal documents, memberships, cards and licences, flagging renewals well ahead of expiry; track immigration matters; manage medical insurance enrolment, renewals, claims and reimbursements.

• Family & personal support, plan family travel and holidays with the same rigour as business travel; coordinate private lunches, dinners and larger family events from guest list to catering, décor and transport; source thoughtful gifts and hampers for family, business partners and staff.

• Health, wellness & lifestyle, arrange health screenings, dental checks and grooming appointments; coordinate nutritionist calls; keep supplements replenished; arrange doctors appointments with genuine attentiveness to the family's wellbeing.

• Vehicles & transport, coordinate servicing, detailing and interior care; manage road tax and insurance renewals; assist with vehicle purchase or sale; arrange alternative transport whenever needed.

• Ad hoc & cross-functional, anticipate emerging needs across both the corporate and personal spheres and step in wherever support is needed most, with a flexible, can-do attitude.

What we're looking for

Essential

• 10+ years experience as an Executive Assistant or Personal Assistant, including at least 8 years supporting C-suite principals

• 5+ years in the hospitality and service industry

• 5+ years planning and managing luxury travel

• Excellent written and spoken English

• High proficiency in MS Office, Word, Excel, PowerPoint and Outlook

• Absolute discretion and a genuinely protective instinct around sensitive information

Advantageous

• 2+ years in a family office

• Experience managing one or two direct reports

• A background as cabin crew with a premium airline, or in luxury hospitality

• A degree in hospitality or business management; formal EA/PA certification; etiquette training

• Additional spoken or written languages, Malay, Mandarin and/or Hindi

• Fluency with AI and task/collaboration management tools

The qualities that matter most

• Discretion, confidentiality & trust, instinctively protective of sensitive information; deeply trustworthy.

• Genuine care & warmth,real personal investment in both corporate tasks and family life; every task approached with a willingness to help.

• Reliability, follows through under pressure and can be counted on without chasing.

• Communication & emotional intelligence , clear, warm and diplomatic with executives, family, staff and external partners; reads people and situations with sensitivity.

• Organisation & attention to detail, keeps complex, moving calendars and records running dependably; notices the small things that matter.

• Composure, calm and clear-headed when schedules shift and plans change at the last minute.

• Anticipation & initiative, notices what is needed before being asked and acts a step ahead.

• Adaptability, moves easily between boardroom priorities and family needs.

How you'll work

• Five-day week, Monday to Friday, 9.00am–6.00pm (nine hours inclusive of a one-hour lunch break)

• Available within reason outside business hours to take calls and action requests promptly

• Occasional evenings, weekends and offsite work

• A high degree of independence, sound judgement with only general direction on day-to-day work

• Close partnership with other Executive and Personal Assistants and the wider household and office team