Executive Assistant

About the organization

The employer is a major international investment business with activities spanning private equity, real estate, infrastructure, and credit. Operating from offices around the world, it oversees substantial capital for institutional clients and is recognized for disciplined investing, a long-term outlook, and strong operational standards. The workplace is energetic, collaborative, and focused on results, and it values people who show initiative, sound judgment, discretion, and a forward-thinking approach.

Role overview

This Singapore-based position calls for an exceptionally organized and polished Team Secretary to support a group of investment professionals. The role is essential to keeping day-to-day operations running smoothly and demands close attention to detail, strong prioritization skills, and a very high level of confidentiality. The successful candidate should be comfortable in a busy environment, able to anticipate needs, and capable of working with little direct supervision.

Core responsibilities

You will handle diary coordination, travel logistics, meeting preparation, correspondence, expense processing, stakeholder liaison, and general office support. The role includes supporting senior executives and ensuring administrative processes are managed accurately and efficiently.

Calendar and travel management

• Coordinate complicated calendars for several investment professionals, including meetings across multiple global time zones.
• Arrange local and overseas travel end-to-end, covering flights, hotels, visas, ground transport, and detailed travel schedules.

Meetings and event coordination

• Set up internal meetings, investment committee sessions, and meetings with clients or portfolio companies.
• Manage arrangements for board meetings, annual general meetings, and investor events, including venue selection, catering, preparation of materials, and on-site assistance.

Communication and correspondence

• Handle incoming calls, emails, and written correspondence with professionalism and discretion.
• Prepare, edit, and format letters, memos, presentations, and other documents as needed.

Expenses and administration

• Submit expense claims and reimbursement requests accurately and in line with company policy.
• Keep both paper and digital filing systems orderly so records are easy to retrieve.
• Support document signing, notarization, and other administrative tasks as they arise.

Stakeholder liaison

• Serve as a key contact point between the team and internal functions such as HR, IT, Finance, and Legal, as well as outside stakeholders including clients, investors, and portfolio companies.
• Receive and assist visitors in a professional manner.

Office support

• Provide backup administrative support to other secretaries when needed.
• Help monitor office supplies and coordinate with facilities teams when required.

Requirements

• A diploma or bachelor’s degree in any discipline is required.
• At least 5 to 8 years of experience in secretarial or administrative roles, ideally within investment banking, private equity, asset management, or a leading professional services firm.
• Strong command of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and spoken English.
• Strong communication and people skills, with confidence in dealing with senior leaders and external contacts.
• Very good planning, organization, and multitasking ability in a fast-moving environment.
• High integrity and the ability to manage sensitive information with strict confidentiality.
• Self-directed, practical, and solution-focused, with the ability to anticipate needs and work independently.

Additional information

For more information, interested candidates may contact Vien Ng or share their details at [email protected].

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By submitting an application, you agree that your personal data may be collected, used, and shared with Charlotte Frank Recruitment Ltd. and relevant third parties for handling this job application. Your data will be processed in line with the stated privacy policy.