Team EA

Office Secretaries Pte Ltd; Singapore; On-site; SGD 60,000 - 100,000; Full time

Job summary

Office Secretaries Pte Ltd seeks an proactive Executive Assistant to provide administrative, operational, and basic IT support to the team. This role primarily supports secretariat duties for select members of the investment team and assists the Office Manager with day-to-day operations.

Responsibilities include managing calendars, coordinating travel, preparing expenses, and assisting with IT setup for new joiners.

Qualifications

• 5+ years’ EA or similar role experience preferred.
• Experience in Private Equity or similar setup advantageous.
• Diploma or Degree from reputable institutions.

Responsibilities

• Provide secretarial support to select Investment team members.
• Manage calendars, schedules, and meeting logistics.
• Arrange travel and prepare expense submissions.
• Assist in preparation of presentation materials occasionally.
• Support office operations and procurement of supplies.

Skills

Calendar management

Executive support

Communication

Multitasking

Discretion

People skills

IT troubleshooting

Vendor coordination

Education

Diploma or Degree

Tools

Microsoft Office

CoPilot

Job description

Direct Reporting line: Office Manager

We are seeking a proactive, organized and resourceful Executive Assistant to provide administrative, operational, and basic IT administrative support to the team. The candidate will be primarily responsible for providing secretariat support to select members of the investment team. This role also supports the Office Manager with aspects of day-to-day office operations , including providing basic IT support and coordination.

Key Responsibilities

Executive Assistant Support

Provide all aspects of secretarial support to select team members in the Investment team, including but not limited to:

• Manage calendars, coordinate schedules, and arrange meetings logistics
• Maintain and update contacts and address books (e.g. manage physical business cards)
• Support travel arrangements
• Prepare expense submissions
• Assist in the preparation of presentation materials occasionally

Office Operations

EAs also support office operations collectively. Activities include:

• Receive guests and prepare meeting rooms
• Manage procurement and replenishment of office supplies
• Coordinate office maintenance matters including liaising with building management, season parking arrangements, and facilities upkeep and repairs
• Arrange courier and delivery services
• Assist with ad-hoc office administration duties and any other assigned tasks (e.g BCP support, offsite planning)

IT Administration Support

• Coordinate with external IT vendors and service providers on IT-related matters (e.g. installations, servicing, replacements)
• Provide basic troubleshooting support for office equipment, printers, meeting room systems, and user access issues
• Assist with the IT setup for new joiners
• Maintain inventory records of office IT equipment and assets
• Assist in maintaining IT documentation, user access records, and system subscriptions/licenses

Job Requirements

• >5 years’ experience as Executive Assistant (or similar role); prior experience in a smaller scale Private Equity or similar set up would be advantageous
• Diploma or Degree from reputable institutions
• Prior demonstrated experience of providing high quality secretariat support to executives in a high paced environment
• Takes a service-oriented approach beyond tasks completion
• Handle confidential matters with discretion and professionalism
• Independent and makes sound judgement; able to multitask and effectively prioritize
• Highly presentable with strong written and interpersonal skills; polished and approachable manner when engaging external stakeholders
• Team player - flexible in covering other Executive Assistants when required; enjoys working in a collegiate environment
• Proficient in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint and CoPilot
• Comfortable troubleshooting basic tech issues and quick to learn