Team EA and admin

Roles & Responsibilities

• Around 5 to 10+ years of experience providing full secretarial support to 3 Heads of Department
• EA experience supporting a team with some IT admin/support and office admin experience is preferred
• Experience working in FI/asset management/PE/professional service industry preferred but this is not a must

Our client is a global PE firm backed by a blue chip and international investment firm. This is a perm role which offers good perks/ benefits. The co is based in town and offers a 1-day WFH per week of arrangement.

The Role –Executive Assistant (supporting Corporate Functions) and office admin

Supporting a team of corporate heads including the Finance Director, Head of Legal and Head of Human Resources, this Executive Assistant plays an enabling role in ensuring optimal support for the office.

Responsibilities

• IT Admin
  Acts as the primary liaison between internal stakeholders and external IT service providers to ensure timely resolution of IT issues
  Responsible for the procurement of IT hardware (laptops, mobile devices, etc.) and software subscriptions (Adobe Pro, Thinkcell, etc.) as well as ensuring adequate inventory of IT assets
  Manages the onboarding and offboarding processes, including timely activation / deactivation of accounts, set-up of equipment and software
  Oversees the office's corporate mobile plans
  Arranges the monthly maintenance of the IT hardware for e.g. video conference systems, etc.
  Validates the billings for various IT-related purchases and services
  Assist with any ad-hoc IT-related projects
• Legal Admin
  Assists with the scheduling of Board meetings and investment committee meetings
  Liaises with the firm's external board members' EAs
  Manages the IT application (Diligent) used for uploading and filing of Board meeting and investment committee meeting materials
  Liaises with the firm's external corporate secretary for resolutions and filings
  Track global compliance form completion and follow up as required
  Copy typing handwritten comments into Microsoft Word documents
• HR Admin
  Onsite HR support including the onboarding and offboarding of employees
  Supports general administrative duties including processing/ printing/ filing/ retrieving of corporate records, documents, and reports
• Finance Admin
  Assists with claims submission in Concur
  Provides support for any ad-hoc finance admin matters
• General Office Support:
  Calendar management for the corporate heads including travel arrangements and expense claim filing, and coordinating meetings with internal and external parties
  Prepares and ensures readiness of the meeting facility, including IT connectivity and attends to arriving guests
  Supports travel logistics for offsite events
  Co-shares the responsibility with monitoring of office supplies
  Collaborate with other administrative resources and to provide cover support, when required

Experience and Qualifications

• Diploma or degree qualified with over 5 to 10+ years of team EA experience. EA experience supporting a team with some IT admin/support and office admin experience is preferred
• EA experience in financial and professional services is advantageous. Or you have done a team EA role supporting a faster paced organization.
• Demonstrated planning & organization skills with an ability to multi-task /multi-support
• Able to work independently and within a team, hands-on and resourceful, with an ability to thrive in a fast-paced environment
• Highly self-motivated self-starter
• High level of integrity with a diligent work ethic
• Meticulous attention to details
• Team player who is collaborative and flexible
• Excellent written and oral communication skills
• Thrive in a smaller office setting (of around 30 to 40 staff)
• Highly adaptable and thrive in a faster paced work environment
• Positive and energetic with a good work attitude.

To apply, pl send your cv in word doc to Pl also include details on your current salary, expected salary and notice period in your cv.

We regret to inform that only shortlisted candidates will be notified.

Posted by:

CAP Consulting (EA license: 14C7175)

Caroline Poh (EA Registration: R )

Date ad is posted - 3 September 2025

Tell employers what skills you have
Outlook
Ability to Multitask
Microsoft Office
Written English
Travel Arrangements
Interpersonal Skills
Office Management
Administration
Accounting System
MS Office
Adaptable
Office Administration
SharePoint
Attention to Detail
Spreadsheets
Communication Skills
Administrative Support
Human Resources
Scheduling
Able To Work Independently

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