Office Manager cum PA to CEO (1 year contract)

About the Role

We are looking for an experienced and highly organised Office Manager cum Personal Assistant to CEO to join a private investment/family office.

This is a broad, hands-on position combining office management, executive support, HR administration, basic accounting support, vendor management and corporate documentation.

The successful candidate will support the CEO and three members of the investment/operations team and should be proactive, responsive and comfortable managing multiple responsibilities independently.

Key Responsibilities

Office & Administrative Management

• Oversee the day-to-day operations and upkeep of the office, ensuring a professional and conducive working environment.
• Manage office assets, supplies, pantry requirements and general facilities.
• Liaise with vendors and service providers for office supplies, cleaning, IT services, travel, hotels, subscriptions, building management and other office requirements.
• Maintain good relationships with existing and new vendors.
• Coordinate employee medical and travel insurance renewals.
• Proactively identify opportunities to improve administrative processes and office efficiency.

HR Administration

• Support Employment Pass and Dependant's Pass applications and related administration.
• Coordinate payroll administration, employee claims and leave records.
• Support corporate insurance administration and renewals.
• Prepare HR correspondence and headcount/staffing reports.
• Coordinate employee onboarding and offboarding activities.
• Maintain relevant employee records and documentation.

Finance & Accounting Support

• Assist with basic cash-budget forecasting and payment administration.
• Coordinate payments to vendors and service providers.
• Support basic accounting activities, including simple journal entries where required.
• Work closely with outsourced accounting and audit providers on monthly reconciliations, audit documentation and tax-related matters.
• Maintain accurate supporting records and documentation.

Corporate Documentation & Operations Support

• Liaise with banks, financial institutions and other external parties on documentation requirements.
• Compile and provide corporate and KYC documents required for account openings, new investments and other administrative matters.
• Follow up with relevant parties to ensure documentation is complete and current.
• Maintain corporate documents and licences and coordinate renewals when required.
• Specialist KYC or compliance experience is not required.

IT & Document Management

• Coordinate with the relevant IT team on software installations, upgrades and other IT requirements.
• Perform basic setup of Microsoft Office and Outlook on new laptops.
• Maintain laptop and IT equipment inventory.
• Maintain documents on shared servers for easy retrieval by the Investment and Operations teams.

Executive & Principal Support

• Provide secretarial and administrative support to the CEO and three investment/operations team members.
• Manage calendars, meetings and appointments.
• Coordinate travel, hotel arrangements and visa applications.
• Screen incoming calls and manage correspondence.
• Liaise with external service providers as required.
• Ensure requests are handled promptly, professionally and discreetly.

Requirements

• Minimum 5 years of relevant experience in office management, executive/personal assistance or a similar capacity.
• Experience supporting CEO, senior management, principals or business owners would be advantageous.
• Strong spoken and written English with a confident and professional communication style.
• Highly proactive and responsive, with the ability to provide timely updates and follow through independently.
• Strong organisational and multitasking skills.
• Hands-on experience across office administration, calendar management, travel coordination and vendor management.
• Exposure to HR administration, payroll and employment pass processes would be advantageous.
• Basic accounting knowledge, including payments, reconciliations and simple journal entries.
• Familiarity with QuickBooks would be advantageous.
• Comfortable coordinating corporate documentation and monitoring licences/documents for renewal.
• Proficient in Microsoft Office.
• High level of professionalism, confidentiality and discretion.
• Experience within a family office, investment firm, financial services or similar professional environment would be advantageous.

This role would suit someone who enjoys taking ownership of a broad range of responsibilities and working within a small, professional team.

EA Licence No: 11C5502
Registration No: R1331697