Executive Assistant

3 weeks ago

Singapur, Singapore BROOKFIELD SINGAPORE PTE. LTD. Full time
Roles & Responsibilities

Purpose of the role:

Provide Executive Assistant support to the Private Funds Group and IT teams. Oversee and manage the Singapore office with a variety of duties to ensure the office and individual departments operate smoothly.


Office Management Tasks:

· Reception management: providing building access, answering phone calls and general office queries including collection and distribution of mail, couriers as required

· Support visiting Executives to the Singapore office with assistance in meetings set up, presentation formatting, travel and visit arrangements, access pass, desk and IT set up

· Take responsibility for office set up, relocation, floorplan updates and smooth running including IT and basic procurement functions for the office

· General management of stationary and kitchen supplies, ordering of office products, business cards printing, printer management, mail distribution for team, couriers, office plants maintenance

· Report on and project manage the resolution of all operational issues i.e., light replacements, coffee machine, plans etc to the Facilities Management contact

· Ensure all meeting rooms are equipped with the right technology and are kept clean and tidy

· Manage American Express Corporate Card program, new applications and all disputes (fraud, discrepancies, late fees, etc)

· Manage supplier relationships for the team (eg: accounting forms, law firms, tax advisers, mobile phone providers) including ensuring appropriate contracts are executed and retained, bills are reviewed and processed

· Support in managing Brookfield Cares and Brookfield Women Network events for the Singapore office

· As the dedicated Business Continuity Management Team Coordinator for Singapore, assist in arranging all emergency related training, including first aid, fire evacuation training with BMO.

· Assist in updating of the Singapore Welcome book, Intranet page and Travel information flyer for any general office changes or updates


Key office liaison point

· Working with APAC HR facilitate policy changes, rollouts and procedures applicable to the Singapore office

· Working with APAC Corporate Communications, send out office wide communications and work with APAC Corporate Communications as required


Executive Assistant Team support:

· Provide a high level of executive assistance support to the Private Funds Group and Corporate Group, including Fund, Finance, Legal & Reg, CoSec & IT teams in Singapore

· Partner with CRMs to ensure pre-briefing notes and materials are ready prior to client meetings.

· Managing MS Office Calendars by creating invites, responding to invitation requests, coordinating with other EA’s in a timely manner

· Manage end to end travel including flights, visa, documentations, hotels, transportation, expense claims

· Printout, filings sorting of key documents of each institutional investor, such as subscription documents, side letter, specific reporting template, etc., for ease of reference and recordkeeping, as necessary.

· Assist in attendance, registration management of outside Conferences hosted by 3rd party.

· Working with APAC HR, manage the onboarding for new starters updating the organisation chart to reflect the new positions and conducting new starter orientation for these individuals.

· Working with APAC HR and APAC IT, support offboarding for employees, including IT access switch off, arranging return of company assets

· Organise meetings, video and teleconferences, workshops, conferences and events (internal and external), including venue, catering & AV requirements

· Process Amex card and cash claim transactions in Concur for the Private Funds Group and Corporate Group, ensuring they are paid timely.

· Document management; creating and maintaining effective filing and archiving processes

· Special projects, entire office events and activities as required

· Report gifts & entertainment for the team

· Provide EA support during annual leave/absences to teams


About you

· Formal qualifications are an asset but not essential

· Experience in Office management

· Experience in a variety of duties including basic accounting and compliance to support the office

· Flexibility and adaptability

· Excellent problem-solving skills

· Excellent oral and written communication skills

· High energy, self-motivation, and commitment to achieve objectives

· Organised and efficient manner to meet deadlines and establish clear priorities quickly

· High ethical standards and high personal integrity

· Excellent attention to detail and accuracy

· Self-starter who displays a high level of initiative and willingness to go the extra mile

· Ability to work well under pressure and to juggle multiple tasks simultaneously

· Respect for privacy and confidentiality

· Ability to work across multi-disciplinary teams in a highly professional manner

· Strong organisation skills, the capacity to successfully manage competing priorities, maintain attention to detail and meet deadlines

· Demonstrated use of initiative in providing proactive administrative support

· Professionalism in dealing with internal and external contacts

· Ability to build strong working relationships


Tell employers what skills you have

Document Management
Microsoft PowerPoint
Archiving
Entertainment
Arranging
Office Management
Procurement
Adaptability
Attention to Detail
Transportation
Pressure
First Aid
Business Continuity Management
Administrative Support
Catering

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