Job Title: Back Office Executive & Director Assistant
Reference: 35904
Our client, a prestigious Single Family Office representing a Japanese owner, is seeking an experienced Executive Assistant to provide comprehensive support to the Directors. This role will be key in ensuring smooth office operations and handling mainly operational and administrative duties in the office.
Responsibilities
- Manage the bank account opening process which includes communication with counterparties within the bank and arranging for document and information submission for KYC, Investment mandates, tax forms and general account opening forms.
- Negotiate loan terms for newly opened facilities.
- Monitor and analyze margin call levels and bank balances periodically.
- Prepare remittance instructions for investment needs.
- Monitor loan balance, FX impact, term, interest rates, and renewals.
- Provide general administrative support to Directors.
- File monthly bank account statements for in-house analysis, accounting, and audit.
- Preparing statutory documents from the Corporate Secretary, obtaining relevant signatures, and submitting them.
- Oversee the upkeep and maintenance of office facilities and equipment.
- Coordinate internal and external communications, including liaising with vendors and clients.
- Facility management which includes managing in-house cleaners and contractors.
- All other office facilities related to vendor communications.
- Any other ad-hoc duties as assigned.
What you will receive
- Basic Salary: S$6,000 - S$8,000
- TBC (To be discussed during the offering stage)
Requirements & Preferences
- Min Bachelor's Degree with 3 to 10 years of relevant experience in either one or a combination of these functions: Accounting, Legal, Banking, or Corporate Secretary. (Accounting required skill level will be checking bank statements, filing and liaison with Tax & Accounting firms.)
- Good initiative and common sense in general housekeeping and operational matters. (e.g. reminding directors to fulfil statutory requirements after a certain corporate action.)
- Demonstrated problem-solving skills and a proactive approach to tasks.
- Excellent multitasking and organizational skills with attention to detail and accuracy, able to prioritize tasks effectively.
- Proficient in English with strong business communication skills, and able to collaborate effectively with team members and other departments.
- Stable work history, due to the confidential nature of the business. Candidates should demonstrate long-term commitment. A background check will be conducted prior to hiring.
- Ability to manage sensitive and confidential information, including the owner's personal data.
- Experience as an Office Manager or in back-office roles within a similar industry such as Private Banking, Family Office, or serving as a Secretary to Directors in a listed Japanese company.
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We regret that only shortlisted candidates will be notified.
Registration No.: R1442628(Stanley Neo Khay Liang)
Recruitment Licence: 12C5051
