Purpose of the role:
Provide Executive Assistant support to the Private Funds Group and IT teams. Oversee and manage the Singapore office with a variety of duties to ensure the office and individual departments operate smoothly.
Office Management Tasks:
· Reception management: providing building access, answering phone calls and general office queries including collection and distribution of mail, couriers as required
· Support visiting Executives to the Singapore office with assistance in meetings set up, presentation formatting, travel and visit arrangements, access pass, desk and IT set up
· Take responsibility for office set up, relocation, floorplan updates and smooth running including IT and basic procurement functions for the office
· General management of stationary and kitchen supplies, ordering of office products, business cards printing, printer management, mail distribution for team, couriers, office plants maintenance
· Report on and project manage the resolution of all operational issues i.e., light replacements, coffee machine, plans etc to the Facilities Management contact
· Ensure all meeting rooms are equipped with the right technology and are kept clean and tidy
· Manage American Express Corporate Card program, new applications and all disputes (fraud, discrepancies, late fees, etc)
· Manage supplier relationships for the team (eg: accounting forms, law firms, tax advisers, mobile phone providers) including ensuring appropriate contracts are executed and retained, bills are reviewed and processed
· Support in managing Brookfield Cares and Brookfield Women Network events for the Singapore office
· As the dedicated Business Continuity Management Team Coordinator for Singapore, assist in arranging all emergency related training, including first aid, fire evacuation training with BMO.
· Assist in updating of the Singapore Welcome book, Intranet page and Travel information flyer for any general office changes or updates
Key office liaison point
· Working with APAC HR facilitate policy changes, rollouts and procedures applicable to the Singapore office
· Working with APAC Corporate Communications, send out office wide communications and work with APAC Corporate Communications as required
Executive Assistant Team support:
· Provide a high level of executive assistance support to the Private Funds Group and Corporate Group, including Fund, Finance, Legal & Reg, CoSec & IT teams in Singapore
· Partner with CRMs to ensure pre-briefing notes and materials are ready prior to client meetings.
· Managing MS Office Calendars by creating invites, responding to invitation requests, coordinating with other EA’s in a timely manner
· Manage end to end travel including flights, visa, documentations, hotels, transportation, expense claims
· Printout, filings sorting of key documents of each institutional investor, such as subscription documents, side letter, specific reporting template, etc., for ease of reference and recordkeeping, as necessary.
· Assist in attendance, registration management of outside Conferences hosted by 3rd party.
· Working with APAC HR, manage the onboarding for new starters updating the organisation chart to reflect the new positions and conducting new starter orientation for these individuals.
· Working with APAC HR and APAC IT, support offboarding for employees, including IT access switch off, arranging return of company assets
· Organise meetings, video and teleconferences, workshops, conferences and events (internal and external), including venue, catering & AV requirements
· Process Amex card and cash claim transactions in Concur for the Private Funds Group and Corporate Group, ensuring they are paid timely.
· Document management; creating and maintaining effective filing and archiving processes
· Special projects, entire office events and activities as required
· Report gifts & entertainment for the team
· Provide EA support during annual leave/absences to teams
About you
· Formal qualifications are an asset but not essential
· Experience in Office management
· Experience in a variety of duties including basic accounting and compliance to support the office
· Flexibility and adaptability
· Excellent problem-solving skills
· Excellent oral and written communication skills
· High energy, self-motivation, and commitment to achieve objectives
· Organised and efficient manner to meet deadlines and establish clear priorities quickly
· High ethical standards and high personal integrity
· Excellent attention to detail and accuracy
· Self-starter who displays a high level of initiative and willingness to go the extra mile
· Ability to work well under pressure and to juggle multiple tasks simultaneously
· Respect for privacy and confidentiality
· Ability to work across multi-disciplinary teams in a highly professional manner
· Strong organisation skills, the capacity to successfully manage competing priorities, maintain attention to detail and meet deadlines
· Demonstrated use of initiative in providing proactive administrative support
· Professionalism in dealing with internal and external contacts
· Ability to build strong working relationships