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 trouble shooting basic tech issue and quick to learn.
