Executive Assistant ~ Office Manager

locations- Singapore- time type- Full time- posted on- Posted Today- job requisition id- R2034398- Location

Collyer Quay Centre - 16 Collyer Quay, #19-00
- Business - Real Estate
- Brookfield Real Estate Group is one of Brookfield’s primary operating groups. The Real Estate Group is one of the world's largest investors in real estate, with a global portfolio that includes office, retail, multifamily, logistics, hospitality and alternative real estate assets on five continents. The Group owns and operates approximately $271 billion of assets representing the most iconic properties in the world’s most dynamic markets. We seek to generate value by leveraging our operating expertise and focusing on our core real estate capabilities of leasing, financing, development, design and construction as well as property and facilities management. For more information, visit- .
- 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 Private Funds Group and Corporate Group including Fund, Finance, Legal & Reg, CoSec & 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 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 proces