Executive Assistant

Job Title: Executive Assistant & Office Manager

Contract Type: Fixed-term contract (Mid-September – January 2027)

Location: Singapore

Department: APAC Corporate         

Summary of our opportunity

This role combines Executive Assistant and Office Manager responsibilities, providing comprehensive support to senior leaders while ensuring the efficient day-to-day operation of the Singapore office. Supporting the Vice Chairman and Managing Directors, the position sits at the centre of a dynamic and collaborative environment, requiring a proactive, solutions-oriented approach and the ability to manage competing priorities with confidence.

You will act as a trusted partner to senior stakeholders, providing seamless executive support, coordinating business activities and maintaining effective communication across internal and external networks. Alongside executive support responsibilities, the role oversees office operations, facilities management, vendor relationships, governance activities and employee engagement initiatives.

Operating within a lean office environment, this position requires a high degree of professionalism, discretion and accountability, together with the flexibility to balance strategic priorities with hands-on operational responsibilities. The role plays a critical part in ensuring business continuity, supporting regional teams and maintaining a high-quality workplace experience for colleagues and visitors alike.

Primary responsibilities for this role include (but are not limited to):

Executive Assistant Support

• Providing proactive, high-level support to the Vice Chairman and multiple Managing Directors
• Extensive calendar management, coordinating internal and external meetings across multiple time zones
• Providing comprehensive day-to-day administrative and secretarial support
• Managing expenses and supporting the submission and reconciliation of expense reports
• Extensive telephone and email liaison with internal stakeholders and external parties
• Coordinating schedules, lunches, meetings and other business activities
• Arranging extensive domestic and international travel, including flights, accommodation, ground transportation and detailed itineraries

Meeting & Corporate Governance Support

• Organising and coordinating internal and external meetings
• Supporting Board of Directors and Executive Committee meetings, including preparation of meeting materials where required
• Coordinating meetings with investee companies and external stakeholders
• Assisting with Annual General Meetings and other governance-related activities
• Formatting, printing and binding meeting materials and presentations, often within tight deadlines

Investment & Corporate Support

• Supporting the SEA Corporate team with investee company documentation and coordination activities
• Assisting the wider APAC Corporate team with board meetings, governance requirements and deal-related documentation
• Coordinating document execution processes and obtaining signatures for corporate and investee-related matters
• Supporting regulatory filings and ongoing compliance requirements for the Singapore office and Singapore-registered funds
• Preparing and submitting mandatory internal declarations, including gifts and entertainment reporting

Events & Team Coordination

• Organising and supporting regional events, including Investor Days and client-facing events, in partnership with global teams
• Coordinating APAC team offsites, workshops and team engagement activities
• Assisting with the planning and delivery of internal meetings, town halls and business events

Office Management & Facilities

• Overseeing the day-to-day operations of the Singapore office
• Managing office facilities and ensuring the workplace remains safe, efficient and well maintained
• Coordinating office maintenance, cleanliness, vendor services and facilities-related requirements
• Managing relationships with landlords, building management and service providers
• Coordinating office insurance renewals, fire drills, building compliance activities and other operational requirements
• Ensuring office equipment and meeting room facilities are fully operational

Vendor, Stakeholder & Financial Administration

• Working closely with internal functions including IT, Finance, Tax, Fund Administration, HR, Compliance, Facilities and Procurement
• Managing relationships with external vendors and service providers
• Processing invoices, purchase orders and payments
• Supporting banking administration and corporate credit card management
• Assisting with year-end audit requirements and financial administration activities as required

IT & Workplace Support

• Coordinating corporate mobile phone contracts, equipment procurement and workstation setup
• Supporting onboarding activities for new joiners, including workspace preparation, access requests and equipment coordination
• Providing basic on-site IT troubleshooting and liaison with technology teams when required
• Maintaining training records and supporting employee compliance requirements

Culture & Employee Experience

• Coordinating employee engagement initiatives and office-wide events
• Supporting Diversity, Equity & Inclusion initiatives and Corporate Social Responsibility activities
• Helping to foster a collaborative, inclusive and engaging office culture

EA Coverage & Business Continuity

• Providing full Executive Assistant coverage during periods of leave or absence
• Taking ownership of travel arrangements, diary management, meeting coordination and documentation support during coverage periods
• Performing essential on-site activities, including meeting room setup, guest management, printing and administrative support
• Acting as front-of-house support in the absence of dedicated reception or facilities personnel
• Supporting business continuity and ensuring minimal disruption to office operations and team activities

Key Requirements/ Qualifications

You will have demonstrable experience of: 

• Experience in an Executive Assistant and/or Office Management role supporting senior executives within a fast-paced corporate environment
• Proven experience managing complex diaries, extensive travel arrangements and competing priorities across multiple stakeholders
• Strong organisational and administrative skills, with the ability to manage a broad range of responsibilities simultaneously
• Experience coordinating meetings, board-related activities, events and corporate governance processes
• Demonstrated ability to work independently, exercise sound judgement and proactively manage changing priorities
• Experience overseeing office operations, facilities management and vendor relationships
• Strong financial administration skills, including invoice processing, expense management and procurement activities
• Excellent stakeholder management skills with the ability to build effective relationships across all levels of an organisation
• Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint
• High level of discretion, professionalism and confidentiality when handling sensitive information
• Excellent written and verbal communication skills
• Experience within financial services, asset management, private equity, professional services or a similarly regulated environment is preferred

Personal Attributes

Personal attributes that will make you successful in this role include but are not limited to: 

• Highly organised with exceptional attention to detail and accuracy
• Proactive, solutions-focused and able to anticipate business needs
• Flexible and adaptable, with the ability to manage multiple priorities in a dynamic environment
• Strong interpersonal skills and a collaborative approach to working across teams and functions
• Comfortable operating within a lean office environment where a hands-on approach is required
• Ability to remain calm and effective under pressure while meeting tight deadlines
• Positive attitude with a willingness to support colleagues and contribute to team success
• Demonstrates initiative, ownership and accountability for delivering high-quality outcomes
• Professional, approachable and confident interacting with senior stakeholders, external partners and visitors
• Reliable, trustworthy and able to always maintain strict confidentiality
• Resilient, adaptable and comfortable working across both strategic and operational activities

Our Global Benefits Framework is centred around these 3 key attributes:

• Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.
• Inclusivity – Fit for purpose and competitive, no matter who or where you are.
• Longevity – Long Term and sustainable in design.

Inclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.

We are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.