Executive Assistant

Role Overview

We are looking for an Executive Assistant to support the Agency Director and operations team of a financial advisory agency.

This is not a Financial Advisor or sales recruitment role. The role focuses on executive support, client servicing coordination, case management, documentation follow-up, insurer liaison and agency operations support.

The successful candidate should be highly organised, responsible, proactive, trustworthy and comfortable handling confidential client and business information. This is a hands-on role suitable for someone who enjoys coordinating many moving parts, following up on outstanding matters and supporting the smooth day-to-day running of a growing agency.

Key Responsibilities

• Support the Agency Director in managing daily operational, administrative and client-servicing matters

• Track and follow up on client cases, insurance applications, investment matters, underwriting requirements and outstanding documents

• Liaise with advisers, clients, insurers, business partners and internal support teams

• Assist with client onboarding, servicing, review preparation and post-meeting follow-up

• Prepare, organise and maintain client records, documents, reports and operational files

• Monitor deadlines, pending cases, follow-ups and outstanding matters

• Coordinate appointments, meetings, submissions and workflow matters

• Assist with insurer forms, client documentation, policy servicing matters and operational follow-ups

• Support the use and updating of internal CRM / workflow systems

• Assist with recruitment, onboarding and team administrative matters where required

• Identify workflow gaps and assist management in improving operational processes

• Perform other executive support, operational, administrative and business support duties as required

Requirements

• Prior experience as an Executive Assistant, Personal Assistant, client servicing executive, insurance operations staff, financial advisory support staff, banking operations staff or administrative executive will be useful

• Prior experience in insurance, financial advisory, banking, wealth management or professional services will be an advantage

• Strong organisational skills and attention to detail

• Able to follow up persistently and manage multiple ongoing matters at the same time

• Good written and spoken communication skills

• Comfortable dealing with clients, advisers, insurers and external parties

• Able to handle confidential client and business information professionally

• Proactive, responsible and willing to learn

• Comfortable working in a small but growing business environment where responsibilities may evolve over time

• Candidates must be legally eligible to work in Singapore. Work pass sponsorship may be considered for suitable candidates, subject to MOM requirements and company assessment

Working Arrangement

• This is an office-based role

• Working hours and employment terms will be set out in the employment contract

• The role may require flexibility from time to time due to urgent client, adviser, insurer or business matters
  

Who This Role Is Suitable For

This role is suitable for someone who enjoys supporting a business owner directly, coordinating client and operational matters, dealing with clients and business partners, and taking ownership of follow-through until matters are completed.

Who This Role May Not Be Suitable For

This role may not be suitable for candidates looking for a Financial Advisor sales role, a purely backend processing job, a fixed-scope administrative role, or a role where work arrangements are primarily based on work-from-home flexibility.