Executive Assistant

My client, a single-family office, is seeking an executive assistant based in Singapore. The single-family office is heavily involved in education, philanthropy, nature conservation, healthcare, scientific research, and other causes.

**Position Overview**

The Executive Assistant role is based in Singapore and will be part of a broader team that has a presence in Asia and the UK. This job role encompasses extensive responsibilities related to executive assistance, administrative tasks, travel planning & coordination, and lifestyle management. The Executive Assistant is required to work independently, performing a wide range of complex and confidential administrative support duties with an adaptable and flexible “can-do” attitude.

**Role & Responsibilities**

Administrative
- Calendar scheduling & management
- Meetings scheduling, assisting preparation, notes management & follow-ups
- Project planning, scheduling, coordination, follow-ups, and management
- Assist in the preparation of documents, presentations, and reports

Household Administration
- Sourcing, shopping & returns - for Principals, children, immediate family members & guests
- Household purchases
- Maintaining an up-to-date record of personal data (passport, residency card, photographs, driving license, tracking period of stay on residency requirements, etc)
- Medical insurance policy enrolment/renewal; filing of medical claims, tracking reimbursement
- Oversee scheduled and ad hoc vehicle maintenance, maintain valid motor insurance, road tax & roadside recovery services
- Planning, scheduling, organizing, coordinating, and executing all matters relating to children’s classes & other activities
- Planning, arranging, scheduling, coordinating, and executing all transportation requirements for the Principals & children
- All domestic & international travel planning, scheduling, arranging, coordinating, execution & management for the Principals, children, immediate family members & guests
- Planning, arranging, scheduling, coordinating, execution & management of all lifestyle-related items such as movies, shows, dining, events
- Management of all subscriptions, loyalty programmes
- Planning, arranging, scheduling, coordinating, executing and management of all health & medical related matters including insurance

**Requirements**:

- Degree in business administration, management, or its equivalent
- At least 10 years of relevant experience preferably in the **hospitability industry or other family offices**:

- Exceptional Organizational Skills: effectively manage calendars, schedules, and multiple tasks simultaneously.
- Attention to Detail: the ability to pay close attention to detail is vital for maintaining accurate records, scheduling meetings flawlessly, and ensuring that all tasks are completed to the highest standard.
- Time Management: having to juggle numerous responsibilities, prioritization and time management skills are essential for meeting deadlines and handling unexpected tasks effectively.
- Adaptability: must be flexible and adaptable to changing priorities and last-minute requests. The ability to remain calm under pressure and adjust plans quickly is crucial in this role.
- Discretion and Confidentiality: this role often handles sensitive information, the ability to exercise discretion and maintain confidentiality at all times is of utmost importance.
- Problem-Solving Skills: the ability to identify issues, develop solutions, and resolve problems independently is valuable in this role.
- Interpersonal Skills: the ability to exercise tact, diplomacy, and professionalism are essential for effective collaboration and communication.
- Resourcefulness: ability to find solutions and resources independently.
- Project Management Skills: basic project management skills are beneficial in managing projects, coordinating teams, and ensuring that tasks are completed on time and within budget.