Charlotte Frank Hiring! Full Time Executive Assistant (Singapore) in - Ricebowl

About the Firm

Our client is a leading global investment firm with a strong presence across private equity, real estate, infrastructure, and credit. With offices worldwide, we manage significant assets on behalf of institutional investors and are known for our rigorous investment approach, long-term horizon, and commitment to operational excellence. Our culture is fast-paced, collaborative, and results-driven, and we value professionals who demonstrate initiative, discretion, and a proactive mindset.

About The Role

We are seeking a highly organized and professional Team Secretary to provide comprehensive administrative support to a team of investment professionals in Singapore office. This role is critical to ensuring the smooth operation of the team, requiring exceptional attention to detail, the ability to prioritize in a demanding environment, and a high degree of confidentiality. The ideal candidate will thrive in a fast-paced setting, anticipate needs, and act with minimal supervision.

Key Responsibilities

Calendar & Travel Management

• Manage complex and dynamic calendars for multiple investment professionals, scheduling internal and external meetings across global time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, and detailed itineraries.

Meeting & Event Coordination

• Organize internal meetings, investment committee sessions, and external client or portfolio company meetings.
• Arrange logistics for board meetings, annual general meetings, and investor events, including venue sourcing, catering, materials preparation, and on-site support.

Communication & Correspondence

• Screen and direct incoming calls, emails, and correspondence with professionalism and discretion.
• Draft, proofread, and format letters, memos, presentations, and other documents as required.

Expenses & Administration

• Process expense reports and reimbursements accurately and in compliance with firm policies.
• Maintain filing systems (physical and electronic), ensuring documents are organized and easily accessible.
• Assist with document execution, notarization, and other ad hoc administrative tasks.

Stakeholder Liaison

• Act as a primary point of contact between the team and internal departments (HR, IT, Finance, Legal) as well as external partners (clients, investors, portfolio companies).
• Greet and assist visitors professionally.

Office Support

• Provide backup support to other secretaries or administrative staff as needed.
• Assist with maintaining office supplies and coordinating with facilities management when required.

Requirements

• Diploma or bachelor's degree in any discipline.
• Minimum 5–8 years of secretarial or administrative experience, preferably within investment banking, private equity, asset management, or a top-tier professional services firm.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Fluent in English (written and spoken).
• Excellent interpersonal and communication skills, with the ability to interact confidently with senior executives and external stakeholders.
• Exceptional time management and organizational skills, with the ability to multitask and prioritize in a fast-paced environment.
• High level of integrity and ability to handle sensitive and confidential information with utmost discretion.
• Proactive, resourceful, and solution-oriented. Able to anticipate needs and work independently with minimal supervision.

For further details, please contact Vien Ng or send across your details to *************

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