Personal Assistant / Executive Assistant

Personal Assistant / Executive Assistant

We are a family office managing both the financial and non-financial interests of a family. The scope of services we render to our internal clients are comprehensive, both in breadth and depth, covering such areas as: accounting, financial planning and reporting, investment management, asset management, company/fund/trust administration, statutory compliance, human resources management, and lifestyle concierge.

Overall Purpose of the Job

To provide responsive, effective, and efficient administrative support of a highly confidential nature to key executives. An Executive Assistant is expected to be fiercely loyal, committed and dedicated, and to possess the highest level of integrity. By always staying a few steps ahead, he/she seeks to improve the productivity of key executives. Ultimately, to be successful in this role, he/she must be a versatile all-rounder, have a great ‘can-do’ attitude, and have the energy to keep up with and uncompromisingly deliver a top-notch professional service. In short, he/she must be a pleasure to work with and have only one mission – to make our key executives’ lives easier.

Candidate Profile

While this is a multi-disciplinary role, the main responsibility is to provide a full suite of administrative assistant services. However, additional skills, experience and/or qualifications in the following areas are relevant and therefore strongly preferred: family office administration, accounting, fund / trust administration, corporate secretarial or paralegal.

Personality

As a person, he/she must be open-minded, positive, energetic, proactive, reliable yet discreet. Moreover, these are the strengths we are looking for in candidates: project management (planning/organizing/coordinating), attention to detail, problem solving and critical thinking. In summary, to succeed in this role, one has to strive for delivering excellence.

Key Result Areas

1. Gatekeeping and liaison: Communicate on behalf of the family & coordinate with external parties and be the main point of contact.
2. Calendar management: Maintain, organize and remind.
3. Manage HR and admin aspects of support staff.
4. Travel and logistics: Arrange transportation and accommodation as well as trip planning.
5. Property management: Maintenance, repairs & tenant management.
6. Accounting: Expenses management, record keeping, processing payments & manage petty cash.
7. Company administration: Compliance with statutory requirements pertaining to accounting, audit, tax and legal.
8. Fleet management: Schedule and arrange vehicle maintenance and repair & renewal of road tax and insurance.
9. Manage procurement and vendor relationships.
10. Manage memberships and subscriptions.

Person Specification

Culture & core values: respect, humility, integrity, responsibility, focus, goodness, presentable appearance.

Experience: Minimum 3 years working experience.

Circumstances

• Willing to work outside of ordinary business hours.
• Commit to be reachable at all times.
• Willing to travel.
• Must have own transport.
• Location: Damansara Heights near MRT. Open to hybrid / WFH.

Job Specific Skill & Competencies

• Language skills: Fluent in written and spoken English.
• Writing skills: Business correspondence writing.
• Note taking skills: Demonstrated experience recording accurate minutes of meetings and overall pen to paper habits.
• Computer skills: Proficiency in Word, Excel, PowerPoint and Outlook.
• Organization skills: Excellent organization skills and multi-tasking abilities.
• Ability to take initiative to manage work flow and priorities.
• Ability to work to deadlines and under pressure.
• Communication skills: Excellent grammar and writing skills as well as oral communication skills.
• Interpersonal skills: Excellent interpersonal skills with ability to work effectively with colleagues from all levels.
• Sound judgment.
• Ability to maintain confidentiality and to use high degree of discretion.
• Committed, dedicated, loyal and honest.
• Highly meticulous with strong attention to detail.
• Good planning and follow up skills.