Executive Assistant

Charlotte Frank Limited; Singapore; On-site; SGD 120,000 - 180,000; Full time

Job summary

Charlotte Frank Recruitment Ltd. is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to senior investment professionals in a dynamic team.

The role requires excellent judgment, discretion, and the ability to manage complex calendars, travel arrangements across time zones, and high-volume communications while maintaining confidentiality.

Qualifications

• Bachelor's degree preferred and 5–8 years supporting senior executives.
• Experience in private equity, investment banking, asset management, or professional services preferred.
• A proactive, discreet professional able to handle confidential information.

Responsibilities

• Provide proactive administrative support to senior investment professionals.
• Manage complex calendars and international travel with detailed itineraries.
• Prepare reports, presentations, and meeting materials.
• Coordinate meetings, conferences, and client events.
• Liaise with internal stakeholders and external partners.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Communication skills

Discretion

Multitasking

Problem solving

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

Teams

Job description

Our client, a reputable investment market leader is seeking a top-notch EA to provide comprehensive administrative and operational support to senior to a high performing Investment Team. This role requires exceptional judgment, discretion, adaptability, and the ability to anticipate needs in a dynamic and demanding environment.

Key Responsibilities

• Provide proactive administrative support to Managing Directors, Principals, and broader investment professionals.
• Manage complex and frequently changing calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate extensive domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, and detailed travel itineraries.
• Prepare and process expense reports in a timely and accurate manner.
• Monitor and prioritize incoming communications, ensuring timely follow-up and action where appropriate.
• Serve as a key point of contact for internal stakeholders, portfolio companies, advisors, investors, and external business partners.

Meeting and Event Coordination

• Coordinate client meetings, investor meetings, management presentations, and team events.
• Prepare meeting materials, presentations, briefing documents, and agendas as required.
• Arrange conference rooms, video conferencing, catering, and logistics for internal and external meetings.
• Support planning and execution of offsites, conferences, investor events, and corporate functions.

Business Operations Support

• Assist with document management, filing, and maintenance of confidential information.
• Coordinate execution and circulation of legal, compliance, and investment-related documentation.
• Track action items, deadlines, and deliverables to support efficient workflow management.
• Maintain accurate contact databases and team distribution lists.
• Partner closely with Compliance, Finance, Human Resources, and other Corporate Functions on administrative processes and requirements.

Stakeholder Management

• Build strong relationships across global offices and functions.
• Liaise effectively with senior executives, investors, advisors, bankers, consultants, lawyers, and portfolio company management teams.
• Demonstrate professionalism and sound judgment when handling sensitive and confidential information.

Team Contribution

• Provide coverage and support for other Executive Assistants when required.
• Identify opportunities to improve processes and enhance team efficiency.
• Contribute positively to a collaborative, team-oriented culture.

Qualifications

• Bachelor's degree preferred.
• Minimum 5-8 years of Executive Assistant experience supporting senior executives within private equity, investment banking, asset management, consulting or professional services.
• Experience supporting multiple senior stakeholders simultaneously.
• Strong understanding of operating within a fast-paced, client-centric, and highly confidential environment.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Excellent verbal and written communication skills in English.
• Strong organizational and prioritization skills with exceptional attention to detail.
• Exceptional stakeholder management
• High level of professionalism and discretion
• Ability to anticipate needs and act proactively
• Excellent multitasking and prioritization capabilities
• Strong problem-solving skills
• Resilience and adaptability under pressure
• Collaborative and team-oriented mindset
• Sound judgment and decision-making ability
• Commitment to delivering the highest level of service and support

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