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
