Office Manager and Executive Assistant

About the Role

As an Office Manager and Executive Assistant, you will provide support and services to assigned executives and oversee the daily operations of the Singapore office. The ideal candidate will be a versatile professional capable of handling multiple responsibilities efficiently. You will play a critical role in maintaining a smooth and productive work environment, ensuring that all administrative tasks are carried out seamlessly. This position requires exceptional communication skills, problem-solving abilities, and the ability to work well under pressure.  

How you will provide meaningful contributions:

Office Manager

• Facilities Management: Oversee the maintenance and organization of the office space, including supplies, furniture, equipment, and general office environment. Address any facility-related issues promptly to ensure a safe and comfortable working environment.
• Communication: Facilitate effective communication within the organization and with external stakeholders. Ensure clear and timely dissemination of information, announcements, and memos.
• Reception and Office Visitors: Manage the reception area to welcome visitors. Have workspaces ready for any visitor (both internal and external) at all levels. Provide a visitor guide, ensure security/entry badges are ready and available. Know when executives and/or clients or employees will be onsite and prepare workspaces accordingly. Coordinate and receive deliveries.
• Budget Management: Collaborate with the finance department to oversee the office budget, track expenses, and identify cost-saving opportunities. Manage purchase orders.
• Vendor Management: Build and maintain positive relationships with vendors, suppliers, and service providers. Negotiate contracts and ensure the timely delivery of services, maintenance, repairs and supplies.
• Event Coordination: Organize and coordinate company events, on-sites, exec meetings. Ensure all logistical aspects are handled: such as catering, workspace readiness.
• Health and Safety Compliance: Ensure the office is compliant with health and safety regulations. Implement necessary protocols and maintain relevant documentation.
• Records Management: Receive, sort, distribute and file mail appropriately. Establish and maintain efficient record management systems. Oversee the organization and confidentiality of documents.

Executive Assistance

• Provide hands-on, highly efficient administrative support to senior executives

• Calendar management and meeting support

• Schedule and coordinate meetings
• Drive scheduling to maximize a busy leaders time with a high sense of urgency
• Schedule and coordinate client and vendor meetings
• Schedule, coordinate and execute offsite meetings
• Manage confidential projects, initiatives and client information

• Travel Management
  • Coordinate complex business travel and associated itinerary
• Expense Management
  • Manage and complete expenses on time and in line with company policy

Basic Qualifications for Consideration:

• Minimum of 8-10 years providing direct office administrative support and executive support
• Proven experience and strong working knowledge of daily office manager duties in a large office environment supporting a large office population
• Proven experience and strong working knowledge of travel systems, travel planning, calendar management, event management
• Proven experience and strong working knowledge of daily office manager duties
• Extremely well-organized, meticulous, discreet and professional
• Demonstrated process improvement experience and a mindset of continuous improvement
• Willing to do what it takes to turn around deliverables in a tight window when needed; self-motivated to execute
• Strong analytical and communication skills, resourcefulness and attention to detail
• Ability to deal with ambiguity, tight deadlines, multiple priorities, and demanding environments
• Proficient user of Microsoft Office with strong experience in advanced features of MS Word and Excel

Preferred Skills, Experience, and Education

• A degree from an accredited college

About InvestCloud

InvestCloud is the global technology leader in digital transformations for the financial services industry, supporting over $6 trillion of assets with over 550 direct clients, from wealth managers, institutional investors and asset managers to family offices, asset services companies, financial platforms, and banks. InvestCloud specializes in digital platforms that enable the development of financial solutions, pre-integrated into the cloud. The company offers on-demand client experiences and intuitive operations solutions using an ever-expanding suite of modular products, resulting in best-in-class experiences for the financial services industry. Headquartered in Los Angeles, InvestCloud has over 20 global offices including New York, London, Geneva, Singapore, Tokyo, and Sydney. InvestCloud is backed by Motive Partners (together with its affiliates) and Clearlake Capital Group, L.P. (together with its affiliates). For more information, visit InvestCloud.com.

InvestCloud is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.