Canopus Advisors is an investment advisory firm anchored within a Singapore-based family office, which has a significant track record in making direct investments, particularly in technology start-ups. Over the last decade, we have made across a variety of equity and debt structures in over 100 technology start-ups globally, across Asia, Europe and North America.
Due to our base in Singapore, we have a particular interest in expanding our portfolio in Southeast Asia. We partner with entrepreneurs to help grow disruptive business models, products and services that create value for industries and society. As a family office, we have a positive bias towards impact and sustainability investments, and more than 90% of our portfolio companies touch one or more of UN Sustainable Development Goals.
We seek a proactive and detail-oriented Executive Assistant to support Michael, our Managing Partner, in managing day-to-day operations across Antares Ventures, Canopus Advisors, and his various board member roles. This role requires exceptional communication skills, the ability to manage complex schedules, and the aptitude to solve problems independently. The ideal candidate will have a strong work ethic, be flexible, and build positive relationships internally and externally.
What you will be doing
Communication:
- Communicate clearly and concisely with Michael, providing multiple options to facilitate decision-making.
- Build strong relationships with internal and external stakeholders, including team members, partners, advisors, investors and assistants.
Calendar Management:
- Manage and coordinate a complex calendar, scheduling across different time zones.
- Proactively resolve scheduling conflicts and prioritize meetings based on [Michael/CEO]'s needs.
- Ensure all calendar entries are accurate, including date, time, and subject details.
Travel Arrangements:
- Handle visa applications, including checking proactively on requirements
- Handle all aspects of travel, airline ticket booking, hotel reservations, restaurant reservations and car/driver arrangements.
- Understand Michael’s preferences on airlines, restaurants and hotels
- Perform online check-ins at least 24 hours before and coordinate with drivers for meeting schedules and locations.
Administrative Tasks:
- Update external contacts and manage business cards using mobile applications such as Contacts+Pro.
- Email and Communication Management:
- Regularly check emails and understand [Michael/CEO]'s requirements.
- Follow up on emails and meeting schedules, ensuring responses are received and attendance is confirmed.
- Track outstanding tasks and follow up on pending issues, keeping Michael informed of progress.
Priority Management:
- Assess and prioritize meeting requests, consulting with Michael before confirming time slots.
General Support:
- Assist with ad-hoc tasks and projects as needed
- Demonstrate a willingness to learn and adapt.
Typical Weekly Activities:
- Check emails regularly and list down meetings to be scheduled.
- Prioritize meetings and coordinate with respective parties for availability.
- Follow up on pending schedules and confirm attendance for upcoming meetings.
- Review schedules weeks in advance to identify potential conflicts.
- Perform online check-ins for flights and coordinate with drivers for meeting logistics.
What you need to be successful
- Proven experience managing complex schedules across multiple time zones.
- Strong attention to detail and problem-solving skills.
- Excellent time management abilities to ensure all tasks and meetings are completed on schedule.
- Exceptional interpersonal and communication skills.
- Ability to work independently and proactively.
- Proficient in using mobile and online tools for administrative tasks.
- Proactive and not afraid to ask questions.
- Understand how to manage confidential and sensitive information.
- Flexible and able to adapt to changing priorities.
- Calm under pressure with a detail-oriented mindset.
- Positive energy and a mature attitude.
- Fast learner with the ability to react quickly to changing circumstances.
- Eager to help and provide support wherever needed.
This role will be primarily working from home, but will be required to travel within Singapore when required.
