Executive Assistant

About the role

Our client, a reputable investment market leader is seeking a top-notch EA to provide comprehensive administrative and operational support to senior to a high performing Investment Team. This role requires exceptional judgment, discretion, adaptability, and the ability to anticipate needs in a dynamic and demanding environment.

Key Responsibilities

• Provide proactive administrative support to Managing Directors, Principals, and broader investment professionals.
• Manage complex and frequently changing calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate extensive domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, and detailed travel itineraries.
• Prepare and process expense reports in a timely and accurate manner.
• Monitor and prioritize incoming communications, ensuring timely follow-up and action where appropriate.
• Serve as a key point of contact for internal stakeholders, portfolio companies, advisors, investors, and external business partners.

Meeting and Event Coordination

• Coordinate client meetings, investor meetings, management presentations, and team events.
• Prepare meeting materials, presentations, briefing documents, and agendas as required.
• Arrange conference rooms, video conferencing, catering, and logistics for internal and external meetings.
• Support planning and execution of offsites, conferences, investor events, and corporate functions.

Business Operations Support

• Assist with document management, filing, and maintenance of confidential information.
• Coordinate execution and circulation of legal, compliance, and investment-related documentation.
• Track action items, deadlines, and deliverables to support efficient workflow management.
• Maintain accurate contact databases and team distribution lists.
• Partner closely with Compliance, Finance, Human Resources, and other Corporate Functions on administrative processes and requirements.

Stakeholder Management

• Build strong relationships across global offices and functions.
• Liaise effectively with senior executives, investors, advisors, bankers, consultants, lawyers, and portfolio company management teams.
• Demonstrate professionalism and sound judgment when handling sensitive and confidential information.

Team Contribution

• Provide coverage and support for other Executive Assistants when required.
• Identify opportunities to improve processes and enhance team efficiency.
• Contribute positively to a collaborative, team-oriented culture.

Qualifications

• Bachelor's degree preferred.
• Minimum 5-8 years of Executive Assistant experience supporting senior executives within private equity, investment banking, asset management, consulting or professional services
• Experience supporting multiple senior stakeholders simultaneously.
• Strong understanding of operating within a fast-paced, client-centric, and highly confidential environment.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Excellent verbal and written communication skills in English.
• Strong organizational and prioritization skills with exceptional attention to detail.

Key Competencies

• Exceptional stakeholder management
• Strong commercial awareness
• High level of professionalism and discretion
• Ability to anticipate needs and act proactively
• Excellent multitasking and prioritization capabilities
• Strong problem-solving skills
• Resilience and adaptability under pressure
• Collaborative and team-oriented mindset
• Sound judgment and decision-making ability
• Commitment to delivering the highest level of service and support

For further information, please kindly contact Vien Ng or email your details across to [email protected]. (Job Code: VN/81365)

Please note that only shortlisted candidates will be contacted

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