Job Description

Around 5 to 10+ years of experience providing full secretarial support to 3 Heads of Department

EA experience supporting

a team with some IT admin/support and office admin experience is preferred

Experience working in FI/asset management/PE/professional service industry preferred but this is not a must

Our client is a global PE firm backed by a blue chip and international investment firm. This is a perm role which offers good perks/ benefits. The co is based in town and offers a 1-day WFH per week of arrangement.

The Role -Executive Assistant (supporting Corporate Functions) and office admin

Supporting a team of corporate heads including the Finance Director, Head of Legal and Head of Human Resources, this Executive Assistant plays an enabling role in ensuring optimal support for the office.

Responsibilities

IT Admin

Acts as the primary liaison between internal stakeholders and external IT service providers to ensure timely resolution of IT issues
Responsible for the procurement of IT hardware (laptops, mobile devices, etc.) and software subscriptions (Adobe Pro, Thinkcell, etc.) as well as ensuring adequate inventory of IT assets
Manages the onboarding and offboarding processes, including timely activation / deactivation of accounts, set-up of equipment and software
Oversees the office's corporate mobile plans
Arranges the monthly maintenance of the IT hardware for e.g. video conference systems, etc.
Validates the billings for various IT-related purchases and services
Assist with any ad-hoc IT-related projects

Legal Admin

Assists with the scheduling of Board meetings and investment committee meetings
Liaises with the firm's external board members' EAs
Manages the IT application (Diligent) used for uploading and filing of Board meeting and investment committee meeting materials
Liaises with the firm's external corporate secretary for resolutions and filings
Track global compliance form completion and follow up as required
Copy typing handwritten comments into Microsoft Word documents

HR Admin

Onsite HR support including the onboarding and offboarding of employees
Supports general administrative duties including processing/ printing/ filing/ retrieving of corporate records, documents, and reports

Finance Admin

Assists with claims submission in Concur
Provides support for any ad-hoc finance admin matters

General Office Support:

Calendar management for the corporate heads including travel arrangements and expense claim filing, and coordinating meetings with internal and external parties
Prepares and ensures readiness of the meeting facility, including IT connectivity and attends to arriving guests
Supports travel logistics for offsite events
Co-shares the responsibility with monitoring of office supplies
Collaborate with other administrative resources and to provide cover support, when required

Experience and Qualifications

Diploma or degree qualified

with over 5 to 10+ years of team EA experience. EA experience supporting

a team with some IT admin/support and office admin experience is preferred

EA experience in financial and professional services is advantageous.

Or you have done a team EA role supporting a faster paced organization.

Demonstrated planning & organization skills with an ability to multi-task /multi-support

Able to work independently and within a team, hands-on and resourceful, with an ability to thrive in a fast-paced environment Highly self-motivated self-starter High level of integrity with a diligent work ethic Meticulous attention to details Team player who is collaborative and flexible Excellent written and oral communication skills Thrive in a smaller office setting (of around 30 to 40 staff) Highly adaptable and thrive in a faster paced work environment Positive and energetic with a good work attitude.
To apply, pl send your cv in word doc. Pl also include details on your current salary, expected salary, and notice period in your cv.

We regret to inform you that only shortlisted candidates will be notified.

Posted by:

CAP Consulting (EA license: 14C7175)

Caroline Poh (EA Registration: R1105649)

Date ad was posted - 19 September 2025

Job Types: Full-time, Permanent

Pay: From $1.00 per month

Work Location: Hybrid remote in Downtown Core