Executive Assistant ~ Office Manager

Location

Collyer Quay Centre - 16 Collyer Quay, #19-00

Brookfield Culture

Brookfield has a unique and dynamic culture. We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader: Entrepreneurial, Collaborative and Disciplined. Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

**Job Description**:
About the role

Provide Executive Assistant support to the Global Client 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:

- Take responsibility for office set up, relocation, floorplan updates and smooth running including IT and basic procurement functions for the office
- 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
- 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 supplier relationships for the team (eg: accounting forms, law firms, tax advisers, mobile phone providers, landlord) including ensuring appropriate contracts are executed and retained, bills are reviewed and processed
- Support in managing Brookfield Cares, Brookfield Women Network and any other 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:

- 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
- Maintain the contact information for each institutional investor for ease of reference and recordkeeping.
- Printing and binding of documents as and when required.
- 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
- Minimum 7 years of experience
- 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
- contacts
- Ability to build strong working relationships
- 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-discip