Executive Assistant

About the opportunity

An established private equity firm based in Singapore is looking for an Executive Assistant to support selected members of its investment team. This is a shared team EA position rather than a one-to-one personal assistant role, and it sits within a collaborative EA setup where colleagues cover for one another.

The role reports to the Office Manager and is part of a lean Singapore office in the CBD. It is an on-site position for someone who wants broader ownership than a conventional EA job, combining executive support, office operations, and basic IT and systems administration.

This is suited to someone who takes personal responsibility for the office environment and becomes a trusted operational partner to the investment team.

Key responsibilities

Your work will span three main areas: executive support, office operations, and IT administration.

Executive support

• Manage calendars, coordinate schedules, and organise meeting arrangements for the investment professionals you support.
• Handle travel bookings, itineraries, and any last-minute changes when plans move.
• Prepare and submit expenses, including matching receipts.
• Keep contact lists and address books accurate and up to date.
• Assist from time to time with presentation materials and briefing notes.

Office operations

• Welcome guests and set up meeting rooms as needed.
• Order office supplies and keep stock replenished.
• Work with building management on maintenance requests, parking arrangements, and facility-related matters.
• Coordinate courier and delivery services.
• Support general office administration, including business continuity planning and offsite preparation.

IT and systems administration

• Provide basic support for office equipment, printers, meeting room technology, and access-related issues.
• Liaise with external IT vendors on installations, servicing, and equipment replacements.
• Support IT onboarding for new employees.
• Maintain records for IT assets and office equipment.
• Keep IT documentation, user access logs, and subscription or licence information organised and current.

Working style and expectations

This is a high-trust position that involves handling confidential information every day. Discretion is essential.

The team is established and collegial, so the right person will work in step with existing ways of working, contribute calmly, and improve things collaboratively rather than trying to reset the environment.

Candidate profile

You should have at least five years of experience in a genuine Executive Assistant role, ideally supporting multiple executives in a demanding environment. Backgrounds in private equity, asset management, family offices, hedge funds, or boutique investment banking are especially relevant.

You will be expected to understand how an investment team operates, know when to protect calendars, anticipate travel changes early, and escalate issues appropriately.

The role calls for someone polished, articulate, and quietly assured, with the confidence to deal with external stakeholders at any level without becoming the centre of attention.

You should be naturally service-minded, comfortable taking ownership, and able to move between EA, office, and light IT responsibilities with ease.

Strong judgement, emotional intelligence, a calm approach under pressure, and a low-ego style are important for success in this environment.

You should also be technically comfortable, able to solve everyday office technology issues, and quick to learn new tools.

Applicants must have the legal right to work in Singapore.

Bonus profile points

• Previous support experience with investment professionals in private equity, asset management, family offices, or hedge funds.
• Experience in financial services, family office, or fund operations with strong administrative capability.
• Prior coordination with external IT vendors for procurement or account management.
• Exposure to business continuity planning or offsite work arrangements.
• A degree from a recognised institution.

What is on offer

• A competitive base salary plus a meaningful discretionary bonus.
• A full-time, on-site role in a centrally located CBD office.
• Close exposure to a respected investment team and the wider operating environment of a private equity business.
• A small, professional, low-drama workplace where strong performance is recognised.