Executive Assistant - Admin Assistant

Robert Walters; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A prestigious global financial institution in Singapore is seeking a dedicated Administrative Assistant - Executive Assistant for its Investment Banking Division. This role involves providing high-level support to senior stakeholders, managing complex calendars, and handling travel logistics. Ideal candidates should have at least five years of experience in investment banking and exceptional proficiency in Microsoft Office. Join a trusted partner renowned for its inclusive culture and commitment to professional growth.

Benefits

Professional growth through training programmes

Inclusive workplace culture

Qualifications

• At least five years' experience in administrative support within investment banking or global markets.
• Ability to manage complex calendars across multiple time zones.
• Proven success in arranging comprehensive travel itineraries.

Responsibilities

• Provide comprehensive administrative support to senior team members.
• Manage complex calendars and schedule meetings with clients.
• Coordinate travel arrangements and oversee onboarding logistics.

Skills

Attention to detail

Excellent interpersonal skills

Client orientation

Flexibility

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

A prestigious global financial institution is seeking a dedicated Administrative Assistant - Executive Assistant to join its Investment Banking Division in Singapore. This is an exceptional opportunity for you to provide high-level support to senior stakeholders and play a pivotal role in ensuring the smooth operation of a dynamic, international team.

What you'll do:

As an Administrative Assistant - Executive Assistant within the Investment Banking Division based in Singapore, you will play an integral role in supporting senior stakeholders through meticulous organisation of daily operations. Your responsibilities will span from managing intricate calendars across different regions to orchestrating seamless travel experiences for executives. You will be entrusted with handling sensitive onboarding processes for new hires as well as departures, ensuring confidentiality throughout. Your day-to-day tasks will also include preparing detailed expense reports, coordinating interviews for potential candidates using various conferencing tools, and facilitating both internal meetings and external client events. By maintaining clear communication channels between teams and clients alike, you will help foster an environment built on trustworthiness and dependability. Success in this role requires not only technical proficiency but also genuine enthusiasm for working collaboratively within a diverse team setting.

• Provide comprehensive administrative support to senior members of the Investment Banking team by managing complex calendars, scheduling meetings with clients, and coordinating internal appointments across multiple time zones.
• Arrange all aspects of domestic and international travel for team members, including flights, accommodation, ground transportation, and compliance with company travel policies to ensure seamless business trips.
• Support visiting colleagues from other offices by preparing workspaces, arranging logistics for their stay, and acting as their main point of contact during their time in Singapore.
• Oversee onboarding logistics for new staff members as well as departure arrangements for leavers, ensuring all processes are handled efficiently and confidentially.
• Prepare and submit accurate expense reports and claims reimbursements for all team members in a timely manner while adhering strictly to company guidelines.
• Coordinate interview schedules for candidates by liaising with hiring managers and external applicants; arrange video conferences or teleconferences as required, including booking meeting rooms or offsite venues.
• Assist with planning and organising client events or meetings outside the office by handling venue bookings, sending invitations through meeting planners, and ensuring all logistical details are covered.
• Maintain up-to-date records of administrative activities while safeguarding sensitive information with discretion and professionalism at all times.
• Act as a reliable point of contact for both internal teams and external clients by responding promptly to queries and requests with excellent communication skills.
• Contribute positively to team initiatives by supporting colleagues during busy periods or special projects while demonstrating flexibility in adapting to changing priorities.

What you bring:

To excel as an Administrative Assistant - Executive Assistant in this esteemed financial institution's Investment Banking Division, your background should reflect adeptness at juggling multiple priorities, whether it's managing ever-changing diaries or coordinating international travel plans, with unwavering attention to detail. You'll have honed your communication skills through regular interaction with senior leaders as well as cross‑functional teams spanning different cultures. Your approach is marked by reliability: others can count on you not only for timely completion of tasks but also for maintaining confidentiality at all times. Proficiency in Microsoft Office is second nature; you use these tools daily to streamline workflows or prepare polished documents. Above all else, your willingness to collaborate closely with others, while remaining self‑sufficient when needed, will set you apart as someone who thrives in environments built on mutual respect and shared goals.

• At least five years' experience providing administrative support within investment banking or global markets environments where high standards of professionalism are essential.
• Demonstrated ability to manage complex calendars efficiently while accommodating frequent changes in schedules across multiple time zones.
• Proven track record of arranging comprehensive travel itineraries, including flights, hotels, visas and resolving last‑minute issues calmly under pressure.
• Strong sense of responsibility paired with exceptional attention to detail when processing expenses or handling confidential information related to staff movements.
• Excellent interpersonal skills that enable you to communicate effectively with senior executives as well as colleagues from diverse backgrounds.
• Flexibility in working collaboratively within teams while also being dependable when working independently on assigned tasks or projects.
• Outstanding client orientation demonstrated through prompt responses to requests and proactive problem‑solving abilities that enhance overall service quality.
• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) used daily for document preparation and data management.
• Ability to remain composed under tight deadlines or shifting priorities without compromising accuracy or quality of work output.
• Maturity combined with adaptability, enabling you to handle sensitive situations discreetly while supporting various activities within the division.

What sets this company apart:

This organisation stands out as one of the world's most respected financial institutions thanks to its rich heritage dating back nearly a century. With operations spanning over 30 countries across East and West, it has established itself as a trusted partner delivering tailored solutions through deep market expertise. Employees benefit from being part of an inclusive culture that actively promotes diversity at every level, ensuring equal opportunities regardless of background or identity. The company's commitment extends beyond just business results; it invests heavily in professional growth through training programmes designed to nurture talent from within. Here you'll find yourself surrounded by knowledgeable colleagues who value collaboration over competition, a place where your unique perspective is welcomed and your contributions make a real difference every day. Whether supporting major transactions or helping onboard new talent into the team, you'll enjoy meaningful work that aligns with both personal aspirations and broader organisational values focused on integrity, respect, and continuous improvement.

What's next:

If you are ready to take your career further by joining an internationally renowned investment banking team where your organisational talents truly matter, this is your moment!

Apply today by clicking on the link provided; we look forward to learning more about how your experience can contribute to our continued success.

Do note that we will only be in touch if your application is shortlisted.

Robert Walters (Singapore) Pte Ltd