Administrative Assistant

OXZ CAPITAL PTE. LTD.; Singapore; On-site; SGD 48,000 - 60,000; Full time

Job summary

A multi-asset investment firm in Singapore is seeking a detail-oriented Administrative Assistant to support daily operations. The role involves managing schedules, correspondence, and documentation, ensuring efficiency in a fast-paced environment. Qualifications include a diploma or degree in Business Administration and 2-3 years of relevant experience. Proficiency in Microsoft Office is essential. This position offers a competitive salary and benefits in a collaborative family office atmosphere.

Benefits

Competitive salary

Health insurance

Annual leave

Professional development opportunities

Qualifications

• 2-3 years of experience in an administrative or secretarial role, preferably in family office.
• Proficient in Microsoft Office and familiarity with CRM systems.
• Excellent communication skills in English; Mandarin or Bahasa Indonesia is a plus.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Handle incoming and outgoing correspondence while maintaining confidentiality.
• Prepare and edit documents, reports, and presentations.
• Organize and maintain physical and digital filing systems.
• Assist with event planning and financial administration tasks.

Skills

Organizational skills

Discretion

Time-management

Problem-solving

Education

Diploma or Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Google Workspace

Job description

Job Title: Administrative Assistant

Location: Singapore

Employment Type: Full-Time (Onsite 5 daysper week)

About Us

Our single-family office manages a multi-asset investment portfolio, invests in direct deals, and provides administrative support to a high-net-worth family. We are seeking a dedicated and detail-oriented Administrative Assistant to join our team and contribute to the smooth operation of our office.

Job Summary

The Administrative Assistant will provide essential support to the family office team, handling day-to-day administrative tasks, coordinating schedules, and ensuring efficient office operations. This role requires strong organizational skills, discretion, and the ability to manage confidential information in a fast-paced environment.

Key Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements for family members and office staff.

• Handle incoming and outgoing correspondence, including emails, phone calls, and mail, while maintaining professionalism and confidentiality.

• Prepare and edit documents, reports, and presentations using tools like Microsoft Office Suite or Google Workspace.

• Organize and maintain physical and digital filing systems, ensuring accurate record-keeping and easy retrieval of information.

• Assist with event planning, such as family meetings, client dinners, or office gatherings, including venue booking and logistics.

• Support financial administration tasks, such as expense tracking, invoice processing, and basic bookkeeping under supervision.

• Liaise with external vendors, service providers, and regulatory bodies as needed, ensuring compliance with Singaporean laws and regulations.

• Perform general office duties, including ordering supplies, managing office equipment, and maintaining a tidy workspace.

• Provide ad-hoc support to senior team members on projects related to investments, philanthropy, or family governance.

Qualifications and Requirements

• Diploma or Bachelor's degree in Business Administration, Secretarial Studies, or a related field.

• At least 2-3 years of experience in an administrative or secretarial role, preferably in a family office, private wealth management, or professional services firm.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with CRM systems or collaboration tools (e.g., Slack).

• Excellent written and verbal communication skills in English; proficiency in Mandarin or Bahasa Indonesia is a plus.

• Strong organizational and time-management abilities, with a proven track record of handling multiple tasks efficiently.

• High level of discretion and integrity, given the sensitive nature of family office work.

• Ability to work independently and as part of a small team in a dynamic setting.

Preferred Skills

• Strong problem-solving skills and attention to detail.

• Positive attitude, adaptability, and a proactive approach to tasks.

What We Offer

• Competitive salary commensurate with experience.

• Comprehensive benefits package, including health insurance, annual leave, and professional development opportunities.

• A collaborative and supportive work environment in a family office setting.

• Opportunities for growth and exposure to high-level wealth management practices.

Our family office is an equal opportunity employer and values diversity in our team.