Facility Coordinator / Executive Assistant - Analyst / Associate

iCapital; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A financial services company in Singapore is seeking a Facility Coordinator / Executive Assistant to support daily activities of the office and assist the Managing Director. The ideal candidate will have at least 5 years of experience in office management or executive support, exceptional organizational skills, and the ability to work in a dynamic environment. Fluency in English is essential, and familiarity with office software like Microsoft Office is required. You will engage with international teams and manage executive schedules effectively. This position is based in the office five days a week.

Benefits

Equal Employment Opportunity and Affirmative Action policy

Qualifications

• Minimum of 5 years of experience in office management or as an Executive Assistant.
• Ability to manage a wide range of administrative tasks.
• Experience in working with international teams and across time zones.

Responsibilities

• Liaise with building management to ensure smooth office function.
• Maintain office inventory and manage relationships with vendors.
• Coordinate office events and manage executive calendars.
• Prepare budgets and analyze expenses.

Skills

Office management

Executive support

Organizational skills

Time management

Fluency in English

Proficiency in Microsoft Office

Ability to work with international teams

Tools

Microsoft PowerPoint

Microsoft Excel

Monday.com

Job description

Facility Coordinator / Executive Assistant - Analyst / Associate

About the Role

We are looking for an experienced Facility Coordinator / Executive Assistant who will help in supporting the daily facility activities of the company and also provide support to our Managing Director. This role will be based in Singapore.

Experience in working with teams and clients will shine as you navigate this dynamic role. Your ability to anticipate needs, pay meticulous attention to detail, and maintain the utmost confidentiality will be critical.

This role is an exciting opportunity to join a growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.

Responsibilities

• Liaise with building management and the iCapital Workplace team to maintain a professional and efficient working environment. Oversee facilities, manage escalations, and ensure all aspects of the office function smoothly.
• Maintain office inventory, stock supplies, and place orders as needed.
• Build and maintain vendor relationships, negotiate contracts, process invoices, and manage office expense reports. Familiarity with platforms such as Expensify and Coupa is a plus.
• Coordinate and manage office events (weekly breakfast, lunch, happy hours, meetings, offsite events and any other ad hoc events).
• Prepare annual budgets, schedule expenditures, analyze variances, and ensure accountability for operating expenses.
• Staff Onboarding/Offboarding - Work with the Corporate IT team to assign and collect a device for the new hires.
• Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks.
• Arrange complex and detailed travel plans.
• Process Expense reports for Managing Director.
• Assist with ad hoc projects as requested.

Qualifications

• Able to work in person, Monday-Friday, 8:45 AM – 5:45 PM (times may fluctuate due to facility needs).
• Minimum of 5 years proven experiences with office management responsibilities and also as Executive Assistant, and/or relevant experience in hospitality or corporate administration
• Ability to manage and prioritize a wide range of administrative and executive support related tasks
• Experience in working with international teams and across various time zones.
• Exceptional organizational and time management skills.
• Passion for working in a fast-paced environment.
• Fluent in English, with Japanese language ability is a plus.
• Proficiency in office software tools, including Microsoft Office (PowerPoint, Excel etc) and Monday.com.
• Team player, with a proactive ‘can do’ attitude, willing to take on new tasks and challenges as the role develops.

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

iCapital is proud to be an Equal Employment Opportunity and Aff... (Affirmative Action) employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.