Family Office Executive & Finance Manager

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. Key Roles & Responsibilities 1. Executive Assistant Support to the Chairman · Act as the Chairman's first point of coordination for business, personal and family matters. · Proactively manage the Chairman's diary, meetings, travel arrangements and follow-up actions. · Arrange meetings with banks, investment managers, lawyers, accountants, tax advisers and trustees. · Prepare meeting packs, briefing notes, agendas, minutes, action lists and follow-up reminders. · Screen, prioritise and manage emails, calls, correspondence and requests. · Draft correspondence, instructions, summaries and simple reports. · Coordinate domestic and international travel arrangements. · Assist with confidential personal and family matters, maintaining absolute discretion. 2. Family Administration & Personal Matters · Provide administrative support in relation to the family's personal affairs and appointments. · Liaise with household staff, property managers, contractors, insurers, schools, clubs and service providers. · Coordinate renewals of memberships, subscriptions, insurance policies, licences and obligations. · Maintain organised records of important personal documents, agreements and asset information. · Assist with arrangements for family events, travel and special occasions. 3. Banking, Treasury & Payment Processing · Prepare, process and track payments on behalf of the family and related entities. · Coordinate bank transfers, fund movements, invoice settlements and credit card payments. · Monitor bank account balances, liquidity requirements and upcoming payment obligations. · Liaise with banks on account administration, payment queries, KYC updates and documentation requests. · Maintain clear supporting records for all payments, transfers, receipts and reimbursements. 4. Accounting, Bookkeeping & Financial Administration · Maintain accounting and bookkeeping records for family office activities and personal expenses. · Record income, expenses, investments, capital movements, loans and inter-entity transactions. · Prepare monthly or periodic summaries of expenditure, cash flow and financial activity. · Reconcile bank statements, credit card statements and investment statements. · Coordinate with external accountants, tax advisers and auditors. 5. Investment Portfolio Administration & Reporting · Maintain and update a consolidated investment portfolio schedule. · Record purchases, disposals, subscriptions, redemptions, dividends, interest and capital calls. · Collect statements, valuation reports and transaction records from investment managers and custodians. · Prepare periodic portfolio summaries for the Chairman. 6. Professional Adviser & Service Provider Coordination · Act as the central point of coordination with lawyers, accountants, tax advisers and corporate secretaries. · Collate information and documentation requested by advisers. · Maintain a calendar of compliance, filing, tax, reporting, insurance and renewal deadlines. 7. Office Administration, Records & Controls · Establish and maintain practical administrative processes for a confidential family office environment. · Maintain contact lists, adviser records, banking details and access protocols. · Handle filing, scanning, document management and information retrieval efficiently. 8. Special Projects & Ad Hoc Support · Assist the Chairman with ad hoc business, investment, personal or family projects. · Coordinate information gathering and documentation for acquisitions, disposals or property matters. 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, or investment operations. · Practical experience with accounting records, bookkeeping, payment processing or financial reporting. · Familiarity with investment portfolios, bank statements, custody statements and fund reports. Technical Skills · Strong numerical, accounting and reconciliation skills. · Good understanding of banking processes, payments and online banking. · Advanced proficiency in Microsoft Excel. · Competence in Microsoft Outlook, Word and PowerPoint. · Strong written English and ability to prepare clear correspondence, reports and summaries. Personal Attributes · Discretion and integrity. · Maturity and judgement. · Hands-on attitude. · Attention to detail. · Calm and organised. · Service mindset. · Independence. · Reliability.