My client, a single-family office, is seeking an executive assistant based in Singapore. The single-family office is heavily involved in education, philanthropy, nature conservation, healthcare, scientific research, and other causes.
Position Overview
The Executive Assistant role is based in Singapore and will be part of a broader team that has a presence in Asia and the UK. This job role encompasses extensive responsibilities related to executive assistance, administrative tasks, travel planning & coordination, and lifestyle management. The Executive Assistant is required to work independently, performing a wide range of complex and confidential administrative support duties with an adaptable and flexible “can-do” attitude.
Role & Responsibilities
Administrative
- Calendar scheduling & management
- Meetings scheduling, assisting preparation, notes management & follow-ups
- Project planning, scheduling, coordination, follow-ups, and management
- Assist in the preparation of documents, presentations, and reports
Household Administration
- Sourcing, shopping & returns – for Principals, children, immediate family members & guests
- Household purchases
- Maintaining an up-to-date record of personal data (passport, residency card, photographs, driving license, tracking period of stay on residency requirements, etc)
- Medical insurance policy enrolment/renewal; filing of medical claims, tracking reimbursement
- Oversee scheduled and ad hoc vehicle maintenance, maintain valid motor insurance, road tax & roadside recovery services
- Planning, scheduling, organizing, coordinating, and executing all matters relating to children’s classes & other activities
- Planning, arranging, scheduling, coordinating, and executing all transportation requirements for the Principals & children
- All domestic & international travel planning, scheduling, arranging, coordinating, execution & management for the Principals, children, immediate family members & guests
- Planning, arranging, scheduling, coordinating, execution & management of all lifestyle-related items such as movies, shows, dining, events
- Management of all subscriptions, loyalty programmes
- Planning, arranging, scheduling, coordinating, executing and management of all health & medical related matters including insurance
Requirements
- Degree in business administration, management, or its equivalent
- At least 10 years of relevant experience preferably in the hospitability industry or other family offices
- Exceptional Organizational Skills: effectively manage calendars, schedules, and multiple tasks simultaneously.
- Excellent Communication Skills: clear and concise communication is essential for interacting with executives, colleagues, and other stakeholders. Both verbal and written communication skills are important for drafting emails, reports, and other correspondence.
- Attention to Detail: the ability to pay close attention to detail is vital for maintaining accurate records, scheduling meetings flawlessly, and ensuring that all tasks are completed to the highest standard.
- Time Management: having to juggle numerous responsibilities, prioritization and time management skills are essential for meeting deadlines and handling unexpected tasks effectively.
- Adaptability: must be flexible and adaptable to changing priorities and last-minute requests. The ability to remain calm under pressure and adjust plans quickly is crucial in this role.
- Discretion and Confidentiality: this role often handles sensitive information, the ability to exercise discretion and maintain confidentiality at all times is of utmost importance.
- Problem-Solving Skills: the ability to identify issues, develop solutions, and resolve problems independently is valuable in this role.
- Tech Savvy: Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint), email systems, calendar management tools, and other relevant software is typically required.
- Interpersonal Skills: the ability to exercise tact, diplomacy, and professionalism are essential for effective collaboration and communication.
- Resourcefulness: ability to find solutions and resources independently.
- Project Management Skills: basic project management skills are beneficial in managing projects, coordinating teams, and ensuring that tasks are completed on time and within budget.
Candidates with prior experience with Singapore Airlines as a flight attendant or other family offices as a EA/PA are highly preferred.
