Executive Assistant (to the Managing Partner)

The Executive Assistant (EA) will play a dual role in supporting the Managing Partner (2/3 of overall job scope), while also managing office operations and providing administrative support to the broader team (1/3 of overall job scope).

The ideal candidate will be a highly organized and proactive individual with exceptional attention to detail, problem-solving skills, and the ability to anticipate needs. The EA will be instrumental in managing the Managing Partner’s calendar, schedule, and administrative duties ensuring they can focus on strategic decision-making and leadership. By taking ownership of administrative and operational tasks, the EA optimises the Managing Partner’s schedule, allowing the Managing Partner to focus on high-impact activities, such as driving investments and building strategic relationships.

In addition to the above, the EA will perform general office management duties (1/3 of overall job scope), overseeing the day-to-day administration and operations of the Singapore Office. The EA will be crucial in ensuring an efficient and organised work environment for the broader team in Singapore. This includes managing office supplies and facilities as well as various administrative tasks and support activities.

Key Responsibilities:

1. Executive Support to the Managing Partner (2/3 of overall job scope)

a. Diary and Calendar Management

i. Manage the Managing Partner’s complex calendar, scheduling meetings, appointments, and events across multiple time zones.

Coordinate internal and external meetings, ensuring smooth scheduling and effective time management.

b. Travel Management

i. Organize and oversee domestic and international travel arrangements, including booking flights, visa applications where required, accommodation, and ground transportation.

ii. Prepare detailed travel itineraries and manage travel-related documentation for business and personal travel.

2. Administrative Support and Expense Management, for both the Managing Partner and the SG Office

i. Coordinate with different stakeholders on behalf of the Managing Partner to ensure that all administrative duties are fulfilled.

ii. Complete different reports and documentation for the Managing Partner, including expense reports, ensuring timely and accurate processing.

iii. Provide assistance for the Managing Partner’s personal administration, ensuring efficient support and management as directed.

b. Communication Support and Stakeholder Engagement

i. Act as the first point of contact for the Managing Partner, screening and prioritizing emails, calls, and requests.

ii. Facilitate seamless communication between the Managing Partner and internal/external stakeholders.

c. Meeting Preparation and General Management Support

i. Where requested, assist in preparing materials, presentations, and agendas for meetings.

ii. Take detailed meeting notes and track action items, following up on their completion.

iii. Provide general management support, helping with special projects and initiatives as required

d.

3. Office Management & Administration (1/3 of overall job scope)

a. Office Management

i. Oversee workspace management, related to its organisation, office supplies as well as its upkeep and cleanliness.

ii. Perform tasks related to document management and filing

iii. Create detailed meeting minutes, tracking of action items till completion

b. Travel Management and Logistics

i. For the wider team.

c. General Administrative Support

i. Special projects and initiatives as requested by the Partners for the broader team.

ii. Expense management support for the Singapore Office.

iii. Any other matters related to the administration and operations of the Singapore office.

Key Qualifications (Must Haves):

· 3-5 years of relevant experience in executive support, office management and administration, or similar roles, working for key stakeholders in global organizations.

· A proven track record of managing complex schedules and travel arrangements for management and key stakeholders.

· Excellent organizational and time-management skills with a keen eye for detail.

· Strong written and verbal communication skills.

· Proficiency in productivity tools (Microsoft Office Suite, Google Workspace) and the ability to learn new software quickly.

· Ability to handle confidential information with discretion and professionalism.

· A proactive, solution-oriented attitude and the ability to work independently as well as collaboratively.

Preferred Qualifications (Must Haves):

· A bachelor’s degree in the natural sciences, business administration, or related fields are a distinct advantage, OR a related diploma with strong relevant experience.

· Experience in working with globally distributed teams and managing cross-border communications effectively.

· Familiarity with relevant travel logistics within Singapore and the APAC region, including visa requirements, local transportation, and accommodation options – similar knowledge for other parts of the world (EU, UK, US) will be a big plus.

· Experience in planning and coordinating events, including investor meetings, dinners, and networking sessions, particularly in Singapore, will be a big plus.

· Multilingual skills, particularly in Mandarin or other APAC languages, are a plus to facilitate regional communications and events.