Executive Assistant

9 hours ago

Singapore HarbourVest Partners Full time

Job Description Summary

Job Function
- Provide comprehensive support to Executives and Office Manager
- Perform a broad range of administrative and secretarial tasks in the best interest of the firm and clients

Job Skills and Abilities
- Ability to work independently as well as part of a team
- Must have excellent communication skills and ability to prioritize
- Good problem-solving skills with a can-do attitude
- Attention to details
- Ability to work in a diverse population

Education
- Relevant diploma, degree or equivalent

Work Experience
- 3+ years; preferably with Financial Institution experience

**Responsibilities**:
Secretarial Support - 25%
- Manage executives’ calendars to ensure all appointments are in place
- Arrange and provide overall support to ensure all internal or external physical and virtual meetings are well-organized
- Ensure all required equipment is set up to facilitate meetings
- Attend to urgent meeting requests
- Coordinate with overseas EAs to arrange logistics for visitors to Asia
- Inform and update HR of any changes to executive’s status
- Download investment/clients/research materials from databases/archives
- Scan, print & bind meeting/presentation materials
- Provide comprehensive personal support including:

- Submit medical and dental claims
- Handle various contingencies & ad-hoc assignments as requested

Travel Management - 25%
- Arrange travel logistics according to requirements
- Ensure valid travel documents (i.e. passports & visas)
- Prepare approval request with available options for airfare, hotel, and car arrangement
- Arrange & re-confirm meetings
- Prepare detailed trip agenda
- Confirm necessary materials are prepared for meetings
- Make necessary changes & updates while the staff is traveling and be available for travel contingencies

Expense Reimbursements - 20%
- Create Concur reports for expenses incurred from trips, client meetings, or for general operational purposes (e.g. event attendance; late work)
- Retrieve client details from internal database (e.g. DealCloud, HarbourView, etc.) as supporting documents in expense reports
- Ensure expenses are in line with travel & expense policy
- Prepare information and verify invoices before submitting to accounts to arrange payments/reimbursements

Event Management - 20%
- Search, liaise, and confirm details on venues for the team
- Aid with company events and activities
- Register for conferences and events
- Add contacts, events, meeting notes/materials to database system eg. DealCloud, Salesforce

General Office Support - 10%
- Front Desk duties:

- Contact building management for assistance with office settings
- Greet & serve beverages for visitors
- Answer phone calls to office general lines
- Get mail from mailroom in building and distribute to the team
- Send local & overseas courier for the office
- Cover duties of other EAs who are on leave.

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