PERSONAL ASSISTANT [Job Code 2606114M]

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the setup and day-to-day operations of a new wealth management and trading office based in Singapore. The ideal candidate should have prior experience assisting in the establishment of a new Office entity in Singapore, with strong knowledge of local administrative procedures, compliance requirements, vendor coordination, and office management. The role requires discretion, efficiency, and the ability to manage multiple responsibilities in a fast-paced entrepreneurial environment.

Responsibilities:

Office Setup & Administration

  • Assist in the setup and incorporation process of the Office in Singapore.
  • Coordinate with legal advisors, accountants, corporate secretaries, banks, and regulatory consultants.
  • Support with documentation related to company registration, licensing, compliance, and operational setup.
  • Liaise with government agencies, service providers, and financial institutions as required.
  • Maintain organized records of incorporation documents, contracts, licenses, and confidential files.
  • Assist in setting up office infrastructure, vendor relationships, utilities, and operational systems.

Executive & Personal Assistance

  • Manage calendars, appointments, meetings, and travel arrangements for senior management.
  • Handle correspondence, emails, calls, and follow-ups professionally.
  • Prepare meeting notes, presentations, reports, and official documents.
  • Coordinate internal and external meetings with stakeholders and clients.
  • Assist with personal errands and confidential administrative matters when required.

Operations & Office Management

  • Oversee day-to-day office administration and ensure smooth operations.
  • Coordinate with accountants for invoicing, payments, expense tracking, and documentation.
  • Maintain office supplies, subscriptions, and vendor relationships.
  • Support recruitment coordination and onboarding activities during the company setup phase.
  • Ensure confidentiality and professionalism in handling sensitive financial and official information.

Requirements:

  • Bachelor’s degree or diploma in Business Administration, Management, Finance, or related field preferred.
  • 3 years of relevant work experience.
  • Familiarity with Singapore Office regulations and corporate administration processes preferred.
  • Prior experience as an Executive Assistant, Personal Assistant, Office Manager, or Office Setup Coordinator.
  • Previous involvement in setting up an Office in Singapore is strongly preferred.
  • Understanding of Singapore corporate procedures, compliance requirements, and administrative systems.
  • Experience in financial services, wealth management, trading, banking, or investment-related industries is an advantage.
  • Excellent organizational and multitasking skills.
  • Strong written and verbal communication skills in English.
  • Proficiency in Microsoft Office, Google Workspace, and administrative software.
  • Ability to handle confidential information with discretion and professionalism.
  • Self-motivated, resourceful, and capable of working independently.

EA Licence No: 22C1055

EA Personnel Registration No: R2095104