Office Manager PA

About the Role We are looking for an experienced and highly organised Office Manager cum Personal Assistant to CEO to join a private investment/family office. This is a broad, hands-on position combining office management, executive support, HR administration, basic accounting support, vendor management and corporate documentation. The successful candidate will support the CEO and three members of the investment/operations team and should be proactive, responsive and comfortable managing multiple responsibilities independently. Key Responsibilities Office & Administrative Management - Oversee the day-to-day operations and upkeep of the office, ensuring a professional and conducive working environment. - Manage office assets, supplies, pantry requirements and general facilities. - Liaise with vendors and service providers for office supplies, cleaning, IT services, travel, hotels, subscriptions, building management and other office requirements. - Maintain good relationships with existing and new vendors. - Coordinate employee medical and travel insurance renewals. - Proactively identify opportunities to improve administrative processes and office efficiency. HR Administration - Support Employment Pass and Dependant's Pass applications and related administration. - Coordinate payroll administration, employee claims and leave records. - Support corporate insurance administration and renewals. - Prepare HR correspondence and headcount/staffing reports. - Coordinate employee onboarding and offboarding activities. - Maintain relevant employee records and documentation. Finance & Accounting Support - Assist with basic cash-budget forecasting and payment administration. - Coordinate payments to vendors and service providers. - Support basic accounting activities, including simple journal entries where required. - Work closely with outsourced accounting and audit providers on monthly reconciliations, audit documentation and tax-related matters. - Maintain accurate supporting records and documentation. Corporate Documentation & Operations Support - Liaise with banks, financial institutions and other external parties on documentation requirements. - Compile and provide corporate and KYC documents required for account openings, new investments and other administrative matters. - Follow up with relevant parties to ensure documentation is complete and current. - Maintain corporate documents and licences and coordinate renewals when required. - Specialist KYC or compliance experience is not required. IT & Document Management - Coordinate with the relevant IT team on software installations, upgrades and other IT requirements. - Perform basic setup of Microsoft Office and Outlook on new laptops. - Maintain laptop and IT equipment inventory. - Maintain documents on shared servers for easy retrieval by the Investment and Operations teams. Executive & Principal Support - Provide secretarial and administrative support to the CEO and three investment/operations team members. - Manage calendars, meetings and appointments. - Coordinate travel, hotel arrangements and visa applications. - Screen incoming calls and manage correspondence. - Liaise with external service providers as required. - Ensure requests are handled promptly, professionally and discreetly. Requirements - Minimum 5 years of relevant experience in office management, executive/personal assistance or a similar capacity. - Experience supporting CEO, senior management, principals or business owners would be advantageous. - Strong spoken and written English with a confident and professional communication style. - Highly proactive and responsive, with the ability to provide timely updates and follow through independently. - Strong organisational and multitasking skills. - Hands-on experience across office administration, calendar management, travel coordination and vendor management. - Exposure to HR administration, payroll and employment pass processes would be advantageous. - Basic accounting knowledge, including payments, reconciliations and simple journal entries. - Familiarity with QuickBooks would be advantageous. - Comfortable coordinating corporate documentation and monitoring licences/documents for renewal. - Proficient in Microsoft Office. - High level of professionalism, confidentiality and discretion. - Experience within a family office, investment firm, financial services or similar professional environment would be advantageous. This role would suit someone who enjoys taking ownership of a broad range of responsibilities and working within a small, professional team.