Office & HR Manager

Position: Executive Assistant & Office Manager (Family Office)

Position Overview

We are seeking a highly dependable and experienced Executive Assistant & Office Manager to provide comprehensive support to the CEO/Founder across executive coordination, office operations, business administration, and selected personal matters.

This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and is comfortable supporting both corporate and family office-related activities with a high level of discretion and professionalism.

Key Responsibilities

Executive Support

• Provide full-spectrum administrative and operational support to the CEO/Founder
• Manage complex calendars, meetings, business schedules, and travel arrangements
• Coordinate cross-functional matters with internal teams and external stakeholders
• Prepare correspondence, presentations, reports, and confidential documentation
• Handle ad-hoc requests and time-sensitive matters efficiently

Business & Operational Coordination

• Coordinate regional and overseas business arrangements when required
• Track and follow up on key action items and executive priorities
• Support meeting preparation, documentation, and execution of strategic initiatives
• Liaise with external service providers, advisors, vendors, and business partners

Office Management

• Oversee daily office operations and ensure a well-organized, efficient workplace environment
• Manage office administration, procurement, facilities, vendor relationships, and service providers
• Coordinate onboarding logistics, office policies, and administrative processes
• Support budgeting, expense tracking, invoice management, and operational administration
• Organize company events, management meetings, and internal activities when required

Family Office & Personal Support

• Assist with selected family office-related administration, coordination, and confidential matters
• Coordinate personal scheduling, appointments, travel logistics, transportation, and lifestyle arrangements for the CEO and family members when required
• Support hospitality arrangements for VIP guests, investors, business partners, and family office visitors
• Liaise with external advisors, private banking contacts, property managers, schools, healthcare providers, and other service providers as necessary
• Handle sensitive information with the highest level of confidentiality and discretion

Requirements
Proficiency in English and Mandarin is required to liaise with Mandarin-speaking stakeholders effectively

• Minimum 8 years of experience supporting senior executives, founders, family principals, or business leaders
• Prior experience in Executive Assistant, Personal Assistant, Office Manager, Executive
• Operations, Chief of Staff, or similar roles
• Previous exposure to Family Office, Entrepreneur-led businesses, Investment Office, Private Wealth environments, or Founder-led organizations is highly preferred
• Strong sense of confidentiality, discretion, ownership, and accountability
• Highly organized, resourceful, proactive, and responsive
• Excellent interpersonal and communication skills
• Able to multitask, prioritize effectively, and remain composed under pressure
• Comfortable handling both corporate and personal matters with professionalism