Admin Executive / Executive Assistant, Capital Strategy

Polymer Capital Singapore; Hong Kong; On-site; HKD 300,000 - 520,000; Full time

Benefits offered by this job

Paid Annual Leave

Medical Insurance

In-built Gym facility

DEI and Philanthropy Initiatives

Professional Learning & Development

Job summary

Polymer Capital Singapore is seeking an experienced Executive Assistant to support senior executives from our Hong Kong office. You will manage communications, calendars, travel arrangements, and expense reporting, ensuring smooth collaboration across the firm.

You will maintain investor relations materials, keep CRM up-to-date, and help coordinate investor events. This role demands a proactive, highly organized professional with strong communication skills and a can-do attitude.

Qualifications

• Minimum 5 years in office administration or EA roles, preferably with a financial institution or investment environment.
• Strong proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint).
• Highly self-motivated, organized, detail-oriented and able to manage multiple tasks in a fast-paced setting.
• Comfortable working with CRM or database systems and eager to learn new tools.

Responsibilities

• Coordinate executive communications with internal and external parties.
• Calendar management for meetings and calls across offices; prioritise appointments.
• Arrange travel, visas, itineraries, and overseas meeting schedules.
• Support executives with expense management using Concur.
• Maintain Investor Relations CRM with contact details and meetings.

Skills

MS Office

Organizational skills

Executive support

CRM systems

Tools

Concur

CRM software

Job description

Job Responsibilities

• Coordinate executive communications with internal and external parties including handling calls, responding to emails, providing logistical support for all meetings
• Calendar management - including scheduling and prioritizing meetings and calls with investors, external counterparties and across offices, to ensure smooth co-ordination of appointments and activities
• Arrange travel, including visa applications, travel bookings, expense claims, maintaining travel records, preparing itineraries, and managing meeting schedules for overseas trips
• Support executives with expense management using the Concur system
• Maintain the Investor Relations CRM, including updating contact details, distribution lists, logging meetings and calls, and follow-up actions
• Assist in maintaining and updating Investor Relations marketing collateral (presentations, factsheets and related materials) as required, co-ordinating with internal stakeholders to ensure content is current and accurate
• Organize corporate and investor-related events including those that may take place outside of the office, such as investor relations meetings, offsite and investor events
• Handle general office administration as needed, including ordering and replenishing stationery and pantry supplies (sourcing, issuing POs and invoice settlement), and coordinating maintenance of office facilities, equipment, and furniture
• Perform ad-hoc projects and tasks as required

Requirements

• Minimum 5 years of relevant experience in office administration and/or executive assistant roles, preferably with a financial institution or investment / asset management environment
• Strong proficiency in MS Office applications, particularly Outlook, Word, Excel, and Powerpoint (for itineraries, schedules and business meetings)
• Highly self-motivated, proactive, organized, detail-oriented and efficient, with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Comfortable working with CRM or database systems; willing to learn new tools and processes as needed
• Flexible, willing to learn and comfortable taking on a variety of new responsibilities
• Team player with strong communication and interpersonal skills, a self-starter and quick-learner

Why join us?

• Prime Location: You'll work full time from our centrally located office space in the heart of Hong Kong
• High-Growth: We have a team of highly ambitious professionals with a strong desire to learn and develop their skills.
• Equal opportunity employer: We celebrate diversity and are committed to creating an inclusive environment for all employees.
• Global exposure: With six offices and three affiliate offices around the region, Polymer teams work together to solve meaningful problems at scale.
• Dynamic and Collaborative Environment: Opportunity to work with industry leaders and experts to engage in exciting projects and fulfilling challenges.

Some Of Our Benefits

• Paid Annual Leave
• Medical Group Insurance
• In-built Gym facility
• DEI and Philanthropy Initiatives
• Professional Learning & Development Opportunities