Executive Secretary

Role Summary

Responsible for supporting the Head of Operations, APAC and his leadership team. Provide administrative support including scheduling meetings, corresponding with internal and external parties, handling of visitors, coordinating events and attending to other ad-hoc requests.

Key Responsibilities

• Secretarial duties
  • Head of Operations, APAC
    • Render full spectrum of secretarial support with discretion and confidentiality.
  • Support to Ops APAC Leadership Team
    • Calendar management
    • Scheduling of meetings
    • Process Expense reports 
• Travel & Logistics
  • Department travelers
    • Ad-hoc advisory to larger team on travel logistics
    • Continue to have oversight on teams’ travel
  • Guest visitors
    • Arrange hotel accommodation for department’s guests or overseas colleagues
    • Arrange logistics (workstation, office equipment and building/premise passes) for department’s guests and overseas colleagues Arrange hotel accommodation for departments’ guests or overseas colleagues
    • Coordinate and prepare travel itinerary and meeting agenda 
• Administrative Support / Coordinator
  • Organize and coordinate logistics for team activities and events (e.g. Teambuilding, Townhalls, Farewell events, Off-site meetings, in-house training sessions, employee wellness initiatives, etc.) 
  • Maintain an organized filing system in order to enable efficient retrieval of information and documents
  • Collate / Prepare presentation slides where required
  • Setting up VC / meetings across different countries and time zones and ensure follow through of logistics where required (including preparation of meeting resources, arrangement of working meals) 
  • New joiners - ensure relevant forms are raised for smooth onboarding
    • IT equipment request raised
    • Seating chope-ing 
  • Maintain respective distribution lists (DLs)
  • Coordinate signing of contract / NDA with business sponsor, Legal, contract contact and manage signatories with directors (follow ASL)
  • Coordinate G&E for Compliance purposes
  • Assist to oversee and ensure cost controls (in events, guest visits) 
• Reports
  • Monthly reports
    • Send reminders and collate reports/tasks
    • Management Committee
    • WFO / WFH statistics
    • Cheque Register
    • Ops Contact List
  •  Collate report for Ops headcount
  • Ad-hoc reports 
    • Staff list (Ops and Investment Services) from People & Culture for wellness hampers, birthday treats 
• Others
  • Secondary contact for Global Tech department secretary
  • Coordinate or provide other related secretarial support duties
  • Ensure consistent and efficient interaction with other executive assistants across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality 

Requirements

• Minimum of 10-15 years of relevant experience as an executive secretary, preferably supporting senior-level executives.
• Proven track record of maintaining a stable career background, demonstrating commitment and dedication.
• Exceptional organizational skills with strong attention to detail and the ability to prioritize multiple tasks effectively.
• Excellent written and verbal communication skills, with the ability to interact confidently and professionally with individuals at all levels.
• Strong problem-solving skills and the ability to work independently, demonstrating initiative and resourcefulness.
• Proficient in using various office software and tools, including MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Discretion and confidentiality are of utmost importance, given the nature of the information handled in this role.
• A proactive and positive attitude, with a willingness to learn and adapt to the evolving needs of the organization. 

We recognise potential, whoever you are

Our purpose is to provide excellent investment performance to clients through active management. Diversity of thought facilitated by an inclusive culture will allow us to make better decisions and better achieve our purpose. This is why inclusion and diversity are a strategic priority for us and why we are an equal opportunities employer: you are welcome here regardless of your age, disability, gender identity, religious beliefs, sexual orientation, socio-economic background or any other protected characteristics.