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.

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