Kyard SG Pte Ltd, a growing family office in Singapore, seeks a Personal & Operations Assistant to provide support to the Chief Executive, his family, select international advisors, and other functions of this small office. The successful candidate will have the chance to shape this office from the very beginning of its operations and to work in a flexible, open and dynamic workplace for an exceptional global family.
Who we are & what we do
We provide investment services and support services to a global family in addition to engaging in philanthropy in Singapore and around the world. Kyard SG is part of a global network of offices and will have ten or more staff members when fully operational.
Job highlights
Competitive salary
Career advancement & good learning opportunities
Inclusive, flexible and friendly working environment
Role positioning & objectives:
Success in this position will require the ideal candidate to:
1. Go above and beyond a narrowly defined job description and function as an all-around problem identifier and problem solver to support the Chief Executive for both his family & business activities.
2. Provide periodic support for international meetings and select international advisors to the family.
3. Shift to support the broader administrative function of the office when time permits, or the situation demands.
4. Approach the work with good humor, flexibility and a personal touch while displaying confidence, independence and resourcefulness.
5. Champion the values of the family office and work to further the mission of the office to provide exceptional, devoted service to the family and its various activities around the world.
Job duties include, but not limited to:
1. Provide full spectrum of high-quality personal assistant support and extensive calendar management to the Chief Executive and select international advisors to the family by meeting and anticipating evolving competing priorities.
2. Develop a trusting working relationship with the Chief Executive, which includes travel demands, virtual/in person meetings and any other ad hoc requests.
3. Work closely with international advisors to the family to assist with planning of semi-annual face-to-face and other virtual meetings as needed.
4. Maintain comprehensive and accurate records for the Chief Executive’s household, including contracts, expenses, insurance, service reports, etc.
5. Sourcing and acting as liaison with external vendors for household maintenance/repair work, maintenance schedule and procurement.
6. Ensure timely payment and renewal of contract on all essential household needs and family identity documents such as passports, visas and re-entry permit.
7. Assisting on matters with household staff and any related employment administration for nanny, domestic helpers and driver.
8. Managing family members’ activities with broad job scope and able to fulfil a variety of requests such as logistics and private event management.
9. Become the “go-to” person for queries on local policies and procedures that affect the family.
10. Work closely with and provide frequent updates to the Office Manager and the Chief Executive.
11. Provide administrative support to rest of the management team as and when required, including flight booking, reception coverage when the office established.
Ideal Qualifications:
1. Possess integrity and the ability to always maintain a high degree of confidentiality and appropriate sense of urgency.
2. Self-starter who is skilled at identifying problems and needs in advance, including designing and implementing administrative processes to improve the support for the family & the Chief Executive.
3. Ability to work under pressure, dealing with interruptions, ad hoc events while making necessary adjustments.
4. Highly organized with a keen eye for detail; efficient, takes ownership and a self-starter.
5. Knowledgeable and resourceful on a wide range of areas related to living and working in Singapore, deploying this knowledge to solve challenges and create efficiencies for the Chief Executive and the office.
6. Good interpersonal skills with strong work ethic.
7. Perceptive and able to anticipate needs, with the skill of weighing options and presenting reasonable, fact-based solutions.
8. Proficient in M/S Office Suites and knowledge of basic Apple products is a plus.
9. Diploma and above with min 7 years equivalent experience in a similar role working in a multi-cultural organization.
