Job Title: Executive Assistant to head of Singapore
About Hakluyt
Hakluyt advises leaders of the world’s largest companies and investment firms on the opportunities and risks facing their businesses. Over the last 25 years, our clients have
turned to us for the judgement and insight we provide on their most important and sensitive commercial issues.
Our advice is delivered by our in-house team of around 100 experienced professionals, and informed by high-quality conversations held by well-connected individuals. Our global
connectivity is unique in its scale, reach and seniority, and allows us to access the thinking of relevant stakeholders without revealing our clients’ interests. Few other business models depend on human relationships as much as ours: this, above all, is what makes us different.
We hold ourselves to exacting ethical standards, and we take on work only once we are
confident that we can provide value. As owners of our firm, we are discerning about whom
we work for and with. This approach to doing business has helped us build a blue-chip
client base that includes many of the world’s most prestigious companies, most successful
private equity and infrastructure funds, and most reputable institutional investors. Our
clients value our discretion and independence of thought. We work across every industry
sector, and all over the world.
Our Singapore office/shophouse is located in the heart of Tanjong Pagar, we have over 2000 sqf of beautiful and tastefully decorated events space which includes a dining room, bar and terrace. We are a people business and we like to host events to bring together our friends and business contacts. From intimate and exclusive dinners, to fun fabulous drinks parties – the common theme is that we bring together the most interesting and impressive people in our network.
What we are looking for
Job title: Executive Assistant to head of Singapore
Contract term: Full time
Location: Singapore
Key Responsibilities
We are looking for an energetic and self-motivated individual to join our team in Singapore,
to support the head of our Singapore office and play a leading role in managing our highly
bespoke client events.
The ideal person for the job will be a proactive problem solver with exceptional
communication skills and a meticulous attention to detail and foresight. He/She would
ideally have previous experience working in either a high-end hospitality establishment, or
an office environment, providing support to senior management, looking after travel
arrangements for busy Executives, and or planning events for VIP guests.
The candidate will focus on supporting and providing administrative leverage to the head of our Singapore office (as well as other Executives as needed), and managing and executing client events. He/She will therefore need to have the ability to multi-task, maintain a high standard of attention to detail, have good judgement, discerning taste, and be able to and take complete ownership of the organisation and execution of client events.
Key tasks are likely to include:
• Providing executive and administrative support to the head of Singapore office, and
on occasion other Executives in collaboration with/covering for existing EAs
• Make sound jugement calls on prioritising conflicting demands of the executive’s
time in managing executives calendars, including scheduling of meetings and travel
arrangements; and coordinating itineraries of Executives travelling to and from the
Singapore office.
• Ability to respond to client and internal emails on behalf to the Executive in a
professional and courteous manner, and use sound judgements to follow-up on
meeting invites/or decline meetings.
• Conduct basic research ahead of meetings, prepare pre-meeting notes, and be able to
summarise information collected from multiple sources.
• Planning, managing, and executing the most fabulous client events, including finding
and managing vendors such as private chefs, mixologists, florist, decorators,
musicians and other client entertainment requirements as needed.
• Producing marketing materials and presentations for the office using Microsoft Office
applications
• Managing Executives’ expenses, travel budgets and billing, and ensure that the
billing department has the information needed to ensure on-time and accurate billing
• Responsibility for accurate database entry and management – for projects, sales
pipeline, meetings notes, contact details etc (training will be provided)
• Maintaining professionalism and discretion around confidential matters and
information
Package and other details
The role comes with a well-rounded benefits package, including 25 days holiday (plus 4 days over Christmas), generous family leave policies, private health cover and opportunities for global travel. We offer some flexibility on working from home or on-site, but the candidate will need to be willing to work evenings and on-site for events.
