Office Manager & Personal Assistant (Family Office)

Purpose of the Role

This is a highly trusted and broad-based role combining office management, executive support, and investment administration responsibilities within a private investment office. Reporting directly to the Principal, the successful candidate will serve as the operational backbone of the Singapore office, ensuring the seamless management of day-to-day operations while providing proactive support across administrative, financial, and investment-related matters.

The role requires an individual who is exceptionally organised, detail-oriented, and discreet, with the ability to operate effectively in a lean, entrepreneurial environment. The successful candidate will act as a key point of coordination between the Principal, external advisers, service providers, and investment counterparties, helping to ensure that both personal and business matters are executed efficiently and to the highest standards.

This position offers significant exposure to international investments, portfolio administration, and family office operations, making it well suited to a capable professional who enjoys taking ownership, managing multiple priorities, and contributing across a diverse range of responsibilities.

Key Responsibilities

A. Executive & Personal Assistant Support

• Manage and optimise the Principal's complex calendar, international travel arrangements, and meeting schedules across multiple jurisdictions and time zones.
• Coordinate domestic and international business travel, including flights, accommodation, ground transportation, visas, itineraries, and meeting logistics.
• Draft, proofread, and manage confidential correspondence, meeting materials, presentations, and briefing documents.
• Screen, prioritise, and respond to incoming communications while ensuring timely follow-up on key action items.
• Coordinate meetings with investors, advisers, service providers, and business partners, including preparation of agendas and supporting documentation.
• Organise investor meetings, roadshows, conferences, and corporate events, overseeing all logistical and administrative requirements.
• Maintain organised and secure document management systems, ensuring version control and accessibility of key records.
• Manage personal and business-related matters on behalf of the Principal with the highest level of discretion, professionalism, and confidentiality.
• Handle correspondence in English and German across email, written communications, and third-party platforms where required.

B. Investment Administration & Portfolio Support

• Prepare and maintain quarterly portfolio reporting, including investment performance summaries, valuation updates, portfolio analytics, and supporting commentary.
• Consolidate portfolio information across multiple custodians and banking platforms, ensuring accurate and up-to-date records.
• Maintain and monitor the investment pipeline, including tracking research progress, due diligence activities, investment opportunities, and follow-up actions.
• Support investment research activities through data gathering, financial information collation, presentation preparation, and research pack compilation.
• Assist with the maintenance of valuation materials, investment memoranda, financial models, and related supporting documentation.
• Maintain a comprehensive repository of investment knowledge, research findings, industry insights, and market intelligence generated through the firm's investment activities.
• Coordinate with custodians, brokers, lawyers, auditors, tax advisers, fund administrators, and other professional service providers across Singapore and Switzerland.
• Monitor key regulatory, compliance, and reporting obligations, ensuring deadlines and filing requirements are proactively tracked and managed.
• Maintain complete and accurate records of investment-related correspondence, agreements, statements, and supporting documentation.

C. Office Management & Financial Administration

• Oversee the day-to-day operations of the Singapore office, including facilities management, vendor relationships, service contracts, and IT coordination.
• Establish and maintain robust filing systems for legal, financial, tax, corporate, and operational documentation across multiple entities and jurisdictions.
• Support bookkeeping processes, expense management, invoice administration, and payment tracking in coordination with external accountants.
• Assist in the preparation and reconciliation of monthly management accounts and internal financial reports.
• Manage payment administration, including payment instructions, verification of counterparty details, maintenance of payment records, and transaction tracking across banking relationships.
• Support tax administration and record-keeping requirements relating to investment holdings and cross-border structures.
• Coordinate year-end accounting and audit processes, including preparation of schedules, reconciliation of records, and liaison with external accountants and auditors.
• Manage corporate secretarial, statutory, and regulatory filing requirements, including maintenance of a forward-looking compliance calendar to ensure all obligations are met in a timely manner.
• Support governance and operational requirements relating to Singapore family office structures and related entities.

Requirements

• Minimum 4 years of experience in an Executive Assistant, Office Manager, Family Office, or similar operational support capacity.
• Prior experience within a family office, investment management, private wealth, professional services, legal, accounting, or financial services environment.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and confidence working with financial information, reports, and investment documentation.
• Comfortable leveraging AI-enabled productivity tools and digital platforms to improve efficiency and workflow management.
• Strong numerical aptitude and attention to detail, with the ability to reconcile financial information and maintain accurate records.Exposure to portfolio reporting, investment administration, or financial statement analysis.
• Experience working with multiple banking or custody platforms and investment reporting systems.
  
  Other Information
• EA License Name & License Number: SMTP Consult Pte. Ltd. (23C1754)
• EA Personnel Name & Registration Number: Keith Wong (R24125987)