Team Executive Assistant

OFFICE SECRETARIES PTE. LTD.; Singapore; On-site; SGD 67,000 - 100,000; Full time

Job summary

Office Secretary Pte. Ltd. in Singapore seeks a proactive, organized Executive Assistant to provide administrative, operational, and basic IT support to the team, with secretariat duties for select investment team members and backup support for the Office Manager.

You will manage calendars, coordinate travel, prepare expenses, assist in presentations, handle office operations, and liaise with IT vendors to ensure smooth daily activities in a fast-paced environment.

Qualifications

• >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
• Proficient in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint and CoPilot

Responsibilities

• 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
• 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)
• 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] ,
• ?],
• CoT_job_summary_shortboxing
• COMPANY NAME: OFFICE SECRETARIES PTE. LTD.KEY POINTS: Secretariat support to executives, calendar management, office ops, IT admin
• job_summary_short）：<p>Office Secretary Pte. Ltd. in Singapore seeks a proactive, organized Executive Assistant to provide administrative, operational, and basic IT support to the team, with secretariat duties for select investment team members and backup support for the Office Manager.</p><p>You will manage calendars, coordinate travel, prepare expenses, assist in presentations, handle office operations, and liaise with IT vendors to ensure smooth daily activities in a fast-paced environment.</p>
• contract_type
• fulltime
• location_type
• on site
• remote_scope
• null
• perks
• []
• stated_min
• null
• stated_max
• null
• stated_absolute
• null
• salary_estimation_cot
• Monthly salary range for an Executive Assistant in Singapore: typical market around SGD 6,000–9,000 gross per month.
• estimated_low
• 6000
• estimated_medium
• 7500
• estimated_high
• 9000
• currency
• SGD
• frequency
• monthly
• bonus
• null
• tax
• gross
• application_email
• null
• job_end_date
• null
• contact_person
• null
• hiring_department_name
• Office Manager

Skills

EA experience

Microsoft Office

Discretion & professionalism

Multitasking

Education

Diploma or Degree

Tools

CoPilot

Job description

Direct Reporting line: Office Manager

Job Summary

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 trouble shooting basic tech issue and quick to learn.