The Executive Assistant’s main focus will be to provide administrative and operational support to the investment team in Singapore.
The Executive Assistant will report to the Managing Director and work on a day-to-day basis alongside the Investment Team (currently 10 employees), with frequent interactions with the rest of the organization (in Singapore and other offices).
Responsibilities
The Executive Assistant will support Sofina on a broad range of matters:
· Executive Assistance to Investment Team
- Managing calendars and organizing meetings (in person and through conference / video calls), requiring interaction with both internal and external contacts.
- Making travel arrangements including transport and hotel bookings (mainly to India, China, Southeast Asia and Europe). Utilizing online travel platforms or liaising with travel agents where required.
- Assisting with expense claims.
- Assisting with the logistics of business travel by colleagues from other offices.
· IT, Processes and Coordination
- Downloading of documents from online data rooms.
- Maintenance of CRM (Salesforce) and document management (Sharepoint).
· Deputizing for and Co-ordinating with other Members of the Operations Team
- Internal meetings: agenda, preparation of materials, minutes and follow-up actions.
- Office Management and IT: assisting with ad hoc matters, liaising with external vendors and colleagues in Europe.
- HR: assisting with onboarding of newcomers, work permit and visa applications, credit card or insurance matters.
· Team activities
- Contribution in organization of events, team offsites and ad hoc projects.
- Participation in CSR initiatives.
