Executive Assistant
1 week ago
About DM
DM is the leading provider of specialist accounting services to the global alternative asset management industry. Our client base includes some of the largest global investment managers and fund administrators. We are an ambitious, fast-growing business with 250 team members across Ireland, Singapore, the Netherlands, Luxembourg, Bulgaria and the Cayman Islands.
We succeed through our deep expertise, teamwork, constant focus on service excellence and cutting-edge technical capabilities. We offer our employees highly flexible working practices, significant personal growth opportunities and a wide range of benefits.
About The Role
We are looking for an enthusiastic Executive Assistant to join our Singapore team. You’ll be responsible for the overall management of the Singapore office, including all administrative processes. Working with the Group HR and Operations team, you will deliver high-quality services to meet the business needs.
This role requires a self-starter, with strong organizational skills, initiative, problem solving abilities, the capacity to work independently, a keen eye for detail and proficiency in Microsoft 365 applications. Adaptability and confidence in delivering results in a fast-paced professional services environment are essential.
Office Management
Manage the reception area to ensure smooth office operations and welcome visitors with a positive attitude
Screen and direct telephone calls, maintain office access control and security
Plan, co-ordinate and manage management meetings, catering, travel arrangements and IT arrangements
Maintain confidential and sensitive information and ensure records are filed correctly
Liaise with suppliers for ordering and distribution
Sending out and receiving mail for the team
Financial Administration
Assist in the administration and processing of invoices and receipts
Ensure supplier and employee expense payment runs are prepared and approved on a timely basis
Assist in the payroll process, bank and statement reconciliation
Assist in debtor invoicing and debtor control
HR
Respond to HR enquiries regarding HR policies, procedures and benefits
Maintain and update employee records, date and files in Personio HRIS
Monitoring and reporting of staff movement (WFH, sick leave, annual leave, etc.) in Personio HRIS
Ensure compliance with company policies and procedures
Maintain organisational charts, job descriptions and salary records
Co-ordinate onboarding and offboarding activities, including preparing paperwork
Assist in recruitment activities by posting job advertisements, scheduling interviews, conducting reference check, and applications for international visas
Support performance management process by tracking performance appraisal timelines and compiling feedback forms
Compliance
Assist the audit team with client onboarding and data management processes, including conducting compliance checks and maintaining accurate client records using task management systems and spreadsheets.
What You’ll Bring
Experience & Skills
3–5 years’ experience in a demanding office administration position
Knowledge of Human Resources processes and Singapore employment law is required
Excellent computer skills, including Microsoft Office
Exceptional communication skills both verbal and written and fluency in English
Excellent organizational and time management skills, with a keen attention to detail
Ability to effectively manage a demanding workload with tight deadlines in a fast-paced, challenging and demanding environment
Attributes
Highly collaborative, with the ability to manage multiple projects and work confidently with senior leaders
Trustworthy, due to highly confidential nature of the role
Willingness to learn and adapt in a dynamic, fast-paced environment
What We Offer
A competitive salary and performance-based increments
Flexible working arrangements, including remote work and adaptable holiday policies
Comprehensive health insurance
Opportunities for professional training and rapid career advancement
A dynamic, inclusive DM culture that values diversity, teamwork and excellence
If you’re an ambitious self-starter looking to " Do More " in a highly collaborative and innovative environment, we’d love to hear from you.
Please email your cover letter and CV
We looking forward to meeting you.
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