About The Role

Position Overview

The Executive Assistant & Office Admin Executive provides high-level executive and administrative support to the Singapore MD's and senior staff, while also managing day-to-day office administration for the Changi office. This is a dual-function role combining priority EA responsibilities with office administration duties

Main Job Functions / Responsibilities

Executive Assistant Tasks

Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
Arrange end-to-end domestic and international travel, including flights, accommodation, transportation, and itineraries for the MD and staff.
Prepare daily schedules, reminders, and flag urgent or time-sensitive matters requiring executive attention. Coordinate schedule changes, meeting adjustments, and travel amendments with professionalism and discretion.
Follow up on approvals, signatures, pending responses, and ensure timely closure of action items.
Act as the primary point of contact between executives and internal/external stakeholders, liaising with senior management, clients, and external partners professionally.
Prepare and format documents, presentations, correspondence, and meeting materials to a high standard
Anticipate executive needs and proactively identify and resolve potential issues before they escalate
Support planning and logistics for townhalls, offsites, training sessions, and team events

Office Administration Scope

Cover the front desk, welcome visitors, and manage refreshment setup for meetings and guests
Sort and distribute incoming/outgoing mail and coordinate courier services
Book and prepare meeting rooms, ensuring technology and refreshments are ready
Issue visitor access passes and coordinate with building management on access requirement
Answer calls, check and route voicemail messages, and manage general office enquiries
Maintain and update relevant Teams channels with office-related information and announcements
Compile monthly invoices, update user lists, and liaise with office vendors and service providers as needed

Personality Traits & Core Competen cies

Organizational Excellence

Ability to manage multiple priorities, calendars, and deadlines simultaneously.
Meticulous attention to detail in scheduling, document preparation, and follow-ups
Natural ability to prioritize effectively and adapt to changing demands

Communication & Stakeholder Management

Excellent written and verbal communication skills
Establish and maintain relationships with executives, clients, internal stakeholders, and external partners
Comfortable engaging with C-suite executives and senior management

Discretion & Professionalism

Handle sensitive and confidential information with the utmost discretion
Maintain composure and professionalism in high-pressure situations
Represent the office and executives with poise and reliability

Proactive & Resourceful

Anticipate executive needs and proactively resolve issues
Take initiative and solve problems independently without constant supervision
Identify ways to improve office processes and executive support workflows

Collaboration & Teamwork

Work collaboratively with the co-EA to ensure seamless cross-coverage and consistent service delivery.
Support colleagues and contribute to a positive office environment
Flexible and willing to take on additional tasks as required

Drive for Results

Deliver to agreed timelines and take ownership of tasks
Exhibit a can-do positive attitude and commitment to service excellence
Reflect on own performance to ensure accountability

Education & Experiences

Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related feild
3–5 years of experience in an Executive Assistant, Personal Assistant, or senior administrative role, preferably supporting Director-level or above
Experience in a multinational corporate environment, ideally in financial services
Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint
Familiarity with collaboration tools and AI productivity tools (e.g., Microsoft Copilot) is a plus.
Excellent command of written and spoken English; additional languages are an advantage.
Strong interpersonal skills with the ability to build rapport across all levels of the organization.

Our Benefits

Your well being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity as a source of organizational pride and strength. We have made it a priority to reflect our nation’s evolving diversity in the people we hire, and the culture we create in our organization.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.

Main Job Functions / Responsibilities

Executive Assistant Tasks

Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
Arrange end-to-end domestic and international travel, including flights, accommodation, transportation, and itineraries for the MD and staff.
Prepare daily schedules, reminders, and flag urgent or time-sensitive matters requiring executive attention. Coordinate schedule changes, meeting adjustments, and travel amendments with professionalism and discretion.
Follow up on approvals, signatures, pending responses, and ensure timely closure of action items.
Act as the primary point of contact between executives and internal/external stakeholders, liaising with senior management, clients, and external partners professionally.
Prepare and format documents, presentations, correspondence, and meeting materials to a high standard
Anticipate executive needs and proactively identify and resolve potential issues before they escalate
Support planning and logistics for townhalls, offsites, training sessions, and team events

Office Administration Scope

Cover the front desk, welcome visitors, and manage refreshment setup for meetings and guests
Sort and distribute incoming/outgoing mail and coordinate courier services
Book and prepare meeting rooms, ensuring technology and refreshments are ready
Issue visitor access passes and coordinate with building management on access requirement
Answer calls, check and route voicemail messages, and manage general office enquiries
Maintain and update relevant Teams channels with office-related information and announcements
Compile monthly invoices, update user lists, and liaise with office vendors and service providers as needed