Role Overview

The Single Family Office is seeking a highly organised, discreet and financially literate professional to act as the trusted right-hand person to the Chairman and family. This is a broad, hands-on role combining executive assistant responsibilities with finance, accounting and investment portfolio administration. The successful candidate will be a key member of the family office team in Singapore and will be expected to operate independently, exercise sound judgement, and deal confidently with banks, advisers, service providers and family members.

This role is not a pure executive assistant position and is not a pure accounting or investment role. It requires a mature individual who is comfortable moving between detailed administrative tasks, confidential personal matters, payment processing, accounting records and investment portfolio updates.

Key Roles &Responsibilities

1. Executive Assistant Support to the Chairman

• Act as the Chairman's firstpoint of coordination for business, personal and family matters.

• Proactively manage the Chairman's diary, including business meetings, personal appointments, family commitments, travel arrangements and follow-up actions.

• Arrange meetings with banks, investment managers, lawyers, accountants, tax advisers, trustees, corporate service providers and other external parties.

• Prepare meeting packs, briefing notes, agendas, minutes, action lists and follow-up reminders where required.

• Screen, prioritise and manage emails, calls, correspondence and requests for the Chairman's attention.

• Draft correspondence, instructions, summaries and simple reports on behalf of the Chairman.

• Maintain a clear record of outstanding matters, deadlines and commitments, and ensure timely follow-up.

• Coordinate domestic and international travel arrangements, including flights, accommodation, itineraries, visa-related requirements and supporting logistics.

• Assist with confidential personal and family matters, maintaining absolute discretion and professionalism at all times.

2. Family Administration & Personal Matters

• Provide administrative support in relation to the family's personal affairs, appointments, household-related matters and day-to-day requirements.

• Liaise with household staff, property managers, contractors, insurers, schools, clubs, service providers andother personal contacts where required.

• Coordinate renewals of memberships, subscriptions, insurance policies, registrations, licences andother recurring personal obligations.

• Maintain organised records of important personal documents, agreements, policies, asset information and correspondence.

• Assist with arrangements for family events, family meetings, travel and special occasions as directed by the Chairman or family members.

• Handle personal administrative tasks in a practical and service-oriented manner, while preserving appropriate boundaries and confidentiality.

3. Banking, Treasury & Payment Processing

• Prepare, process and track payments on behalf of the family, family office and related entities, subject to appropriate authorisation procedures.

• Coordinate bank transfers, fund movements, invoice settlements, credit card payments, reimbursements and other financial transactions.

• Monitor bank account balances, liquidity requirements and upcoming payment obligations.

• Liaise with banks on account administration, payment queries, mandates, online banking access, KYC updates and documentation requests.

• Maintain clear supporting records for all payments, transfers, receipts and reimbursements.

• Assist with foreign exchange transactions, cash movements between accounts and treasury coordination whererequired.

• Ensure that payments are made accurately, on time and in accordance with instructions received.

4. Accounting, Bookkeeping & Financial Administration

• Maintain accounting and bookkeeping records for family office activities, personal expenses and relevant family entities.

• Record income, expenses, investments, capital movements, loans, reimbursements and inter-entity transactions.

• Prepare monthly or periodic summaries of expenditure, cash flow and financial activity for review by the Chairman.

• Reconcile bank statements, credit card statements and investment statements against internal records.

• Maintain proper filing of invoices, receipts, contracts, bank statements and supporting documentation.

• Coordinate with external accountants, tax advisers and auditors in relation to financial statements, tax filings and other reporting requirements.

• Assist with preparation of budgets, expense tracking and variance explanations where required.

5. Investment Portfolio Administration & Reporting

• Maintain and update a consolidated investment portfolio schedule covering bank, custody, brokerage ,fund and other investment relationships.

• Record purchases, disposals, subscriptions, redemptions, dividends, interest, distributions, capital calls and other investment movements.

• Collect statements, valuation reports and transaction records from investment managers, banks and custodians.

• Reconcile investment information received from external parties against internal records.

• Prepare periodic portfolio summaries for the Chairman, including holdings, valuations, cash balances, realised income and key movements.

• Track documentation relating to investments, fund subscriptions, private investments, capital commitments and investment-related correspondence.

• Assist the Chairman in obtaining information from investment managers and advisers regarding portfolio performance, fees, transactions and outstanding matters.

6. Professional Adviser & Service ProviderCoordination

• Act as the central point of coordination with lawyers, accountants, tax advisers, corporate secretaries, trustees, private banks, investment managers and insurers.

• Collate information and documentation requested by advisers and ensure responses are provided in a timely and organised manner.

• Maintain a calendar of compliance, filing, tax, reporting, insurance and renewal deadlines.

• Coordinate execution and filing of legal, banking, investment and corporate documents.

• Support the implementation of instructions relating to family structures, companies, trusts, investment vehicles and other arrangements.

• Maintain an organised digital and physical filing system for legal, financial, corporate, tax, banking and investment records.

7. Office Administration, Records & Controls

• Establish and maintain practical administrative processes for a small, confidential family office environment.

• Ensure records are complete, orderly, secure and capable of being provided to advisers or the Chairman when required.

• Maintain contact lists, adviser records, banking details, key dates, document registers and password or access protocols in line with agreed security procedures.

• Handle filing, scanning, document management and information retrieval efficiently.

• Support the selection or use of simple systems for accounting records, portfolio tracking, document management and task monitoring.

• Apply a high level of care in handling sensitive information, financial data and family records.

8. Special Projects & Ad Hoc Support

• Assist the Chairman with ad hoc business, investment, personal or family projects as required.

• Coordinate information gathering and documentation for acquisitions, disposals, property matters, philanthropic initiatives or restructuring projects.

• Prepare simple research notes ,comparison schedules, checklists and project trackers.

• Follow up with external parties to ensure agreed actions are completed.

• Provide flexible hands-on support across both routine and non-routine matters, recognising the broad andvaried nature of the family office role.

Candidate Profile

Qualifications & Experience

• Degree or diploma in Accounting, Finance, Business, Economics or a related discipline.

• Ideally 5 to 10 years of relevant experience in a family office, private bank, trust company, accounting firm, investment operations, corporate services firm or professional services environment.

• Practical experience with accounting records, bookkeeping, payment processing or financial reporting.

• Familiarity with investment portfolios, bank statements, custody statements, fund reports and portfolio valuation schedules.

• Experience supporting senior executives, founders, principals, family members or UHNW clients would be advantageous.

• Comfortable handling both business and personal matters in a discreet, professional and service-oriented manner.

Technical Skills

• Strong numerical, accounting and reconciliation skills.

• Good understanding of banking processes, payments, online banking and supporting documentation.

• Ability to maintain and update investment portfolio schedules accurately.

• Advanced proficiency in Microsoft Excel, including tables, formulas, reconciliations and summary reporting.

• Competence in Microsoft Outlook, Word and PowerPoint.

• Experience with accounting software, portfolio tracking tools or digital document management systems would be useful.

• Strong written English and ability to prepare clear correspondence, reports and summaries.

Personal Attributes

• Discretion and integrity: able to handle confidential family and financial matters with absolute professionalism.

• Maturity and judgement: able to work directly with a Chairman / Principal and make sensible decisions without close supervision.

• Hands-on attitude: willing to perform both senior coordination work and detailed administrative tasks.

• Attention to detail: accurate with payments, accounting records, investment data and documentation.

• Calm and organised: able to manage competing priorities, deadlines and urgent requests.

• Service mindset: responsive, practical and thoughtful when supporting the Chairman and family.

• Independence: comfortable working with ahigh degree of autonomy and taking ownership of follow-up and execution.

• Reliability: dependable, punctual and consistent in managing sensitive and important matters.
  

This is a trusted, broad-based family office role supporting the Chairman and family across executive assistance, personal administration, payment processing, accounting records and investment portfolio administration. The ideal candidate will combine the discretion and responsiveness of a senior executive assistant with the financial discipline of an accountant or investment operations professional.