EXECUTIVE ASSISTANT TO DIRECTOR

Job Purpose:

The Executive Assistant (EA) will play a pivotal role in supporting the Director of the family office. This highly organized individual will manage a wide range of administrative tasks, from overseeing daily correspondence and scheduling to arranging travel, meetings, and personal events. The EA will ensure the Director’s time is efficiently managed and assist in maintaining a seamless work-life balance while handling confidential information with discretion.

This position requires a proactive, detail-oriented professional capable of handling confidential information with discretion and anticipating the needs of the Director to ensure smooth operations. This highly organized individual will manage a wide range of administrative tasks, from overseeing daily correspondence and scheduling to arranging travel, meetings, and personal events.

Key Responsibilities:

1. Email and Mailbox Management:

• Prioritize and manage the Director’s email inbox, ensuring important messages are flagged and responded to in a timely-manner.
• Sort and filter emails, ensuring prompt follow-up and preventing key communications from being overlooked.
• Organize and maintain the Director’s email system, archiving and managing older emails as necessary.

2. Calendar and Meeting Coordination:

• Efficiently manage the Director’s calendar, scheduling meetings, deadlines, and events in line with priorities.
• Ensure meetings are well-prepared by coordinating with internal teams, clients, and external stakeholders, provide relevant documentation ahead of time.
• Send reminders for upcoming meetings, ensuring the Director is always well-prepared.

3. Travel and Event Management:

• Manage all aspects of the Director’s travel arrangements, including flights, accommodation, transfers, and itinerary planning.
• Organize leisure and business-related holidays, ensuring seamless bookings and smooth execution of travel plans.
• Coordinate restaurant reservations for professional meetings or personal events, including accommodating any special preferences.
• Ensure all travel documentation, such as visas, itineraries, and travel insurance, is thoroughly organized and easily accessible.

4. Deadline and Task Management:

• Proactively track upcoming deadlines, ensuring the Director remains on schedule and on target to meet all obligations.
• Assist with ongoing projects and tasks, sending reminders and following up to ensure nothing is overlooked.
• Coordinate with internal teams or external partners to keep deadlines on track.

5. Administrative Support:

• Assist with the preparation of documents, reports, and presentations, ensuring high-quality output.
• Maintain accurate and up-to-date records of the Director’s activities, projects, and correspondence.
• Manage ad-hoc administrative tasks, such as filing, scanning, and organizing correspondence.
• Download monthly bank statements and provide them to the accountant for reconciliation and reporting.
• Fill in documents, print for the Director's sign-off, scan signed documents, and return the signed copies to the sender in a timely-manner.

6. Property Management:

• Act as the key point of contact for the Director’s properties in Malaysia, liaising directly with the local property agent to coordinate property-related activities, ensuring smooth and efficient operations.
• Ensure effective communication between the Director and the local agent, maintaining clear, timely updates on the status of each property, including occupancy, maintenance, and any critical issues.
• Liaise with legal teams when necessary for property-related documentation, compliance, or contractual matters.
• Work closely with the wider Investment team to align the property portfolio with the Family Investment Policy Statement broader investment strategy and objectives, ensuring that any decisions or actions taken are in line with long-term financial goals.

Skills and Experience Required:

• Minimum 5 years of experience as a Personal Assistant or Executive Assistant, ideally within a family office or corporate environment. Experience in private wealth management or supporting high-net-worth individuals is preferred but not essential.
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Strong written and verbal communication skills, capable of handling sensitive and confidential information with discretion.
• High attention to detail and the ability to thrive under pressure to meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Apple macOS, iPhone, and experience with calendar management and travel booking systems.
• Experience handling high-end travel arrangements, fine dining reservations, and luxury holiday planning.
• Ability to anticipate needs and provide proactive solutions.
• Discretion and professionalism when dealing with confidential matters and sensitive issues.
• Strong time management skills and a demonstrated ability to prioritize and manage competing demands.
• Flexibility and adaptability to evolving needs and priorities.
• A positive, solution-focused attitude with a strong commitment to providing excellent support.

Desirable Attributes:

• Familiarity with family office operations and financial management practices.
• Knowledge of high-net-worth individuals (HNWI) services, protocols, and expectations.
• Experience in managing executive schedules, handling confidential documents, and supporting senior leadership.

Personal Attributes:

• Proactive self-starter with the ability to work independently and manage tasks with minimal supervision.
• Calm under pressure with the ability to handle a fast-paced and demanding environment.
• Excellent interpersonal skills, with a diplomatic approach to interacting with diverse teams and stakeholders.
• Strong integrity and commitment to maintaining confidentiality and handling sensitive matters.