Office Manager and Personal Assistant to CEO

Brief Description of Golden Equator Golden Equator is a holding group of Capital and Finance companies with businesses spanning a multi-family office, fund management and financial literacy platform.   Office Manager and Personal Assistant to CEO Reporting to: Group CEO The role  You will play a pivotal role in ensuring the seamless execution of both professional and personal responsibilities of the CEO. This dynamic position goes beyond traditional administrative support, encompassing high-level calendar and travel management, executive communication handling, client and project coordination, and event planning.  You will act as a trusted liaison between the CEO and internal teams, clients, service providers, and partners, ensuring operational efficiency and maintaining strong professional relationships.  This role demands exceptional organisational skills, discretion, and a proactive approach to problem-solving, with the agility to manage evolving priorities in a fast-paced environment.  If you thrive in a high-trust, detail-oriented environment and are looking to work closely with top leadership, this role offers a unique opportunity to contribute meaningfully to the organisation’s strategic and day-to-day success. Key responsibilities include:  Calendar & Schedule Management ·      Scheduling and coordinating meetings and appointments ·      Travel arrangement for business travels ·      Reminders and creation of celebration and birthday e-cards ·      Coordinating with service providers, partners and other external parties for professional and personal matters.  Communication Liaison ·      Handling both internal and external communications on Group CEO’s behalf, particularly with clients, service partners and associates where needed. For example, reaching out to clients to update their Annual Review, gifting needs and announcements. ·      Drafting and sending key correspondences for client update such as Annual Review, updating of banks on client details, company updates etc ·      Managing of CEO’s external facing email account  Meeting Preparation & Follow-ups ·      Preparing agendas, reports, and presentation materials like presentation decks, FOB folders for client meetings ·      Keeping track of premiums to be used at events and for client gifting ·      Taking minutes, tracking action items, and following up on deliverables. ·      Research on clients or companies and share bios prior to meeting or when required  Client & Project Coordination ·      Assisting with ongoing or ad hoc projects, and client-related requests. ·      Ensuring documentation especially for KYC/ Onboarding of new clients are properly managed. ·      Ad hoc research on markets or companies when needed.  Expense Management & Reporting ·      Handling expenses and tracking client-related reimbursements  Document & File Management ·      Maintaining both physical and digital files for easy access and reference. ·      Ensuring all documents are filed and updated as per regulatory requirements.  Event Planning & Coordination ·      Organizing both internal and client-facing events, from logistics to execution. ·      Coordinating team off-sites, client meetings, and other professional engagements.  Miscellaneous Errands & Task Management ·      Handling personal errands, from bill payments to household-related tasks. ·      Preparation for CNY and Christmas in terms of gifting requirements for internal and external parties ·      Any ad-hoc tasks according to CEO’s direction  Office Admin ·      Manage email inbox and answering of phonecalls ·      Administer expense claims submission for CEO·      Inventory management and manage office supplies and pantry items ·      Arranging of couriers ·      Coordinating of food for corporate events ·      Office admin related contract matters RequirementsProven experience as a Personal Assistant, Executive Assistant, or in a similar executive support role, preferably supporting C-level executives.Excellent organisational and multitasking skills, with the ability to manage multiple priorities, shifting deadlines with confidence and poise.Strong communication skills, both written and verbal, with professional proficiency in English; capable of drafting polished correspondence and liaising with high-level stakeholders.Meticulous attention to detail, especially in managing documents, tracking expenses, and handling client data.Strong interpersonal skills, with the ability to manage professional relationships and handle sensitive communications with tact and diplomacy.Resilient with proactive and positive mindset, able to remain composed under pressure and navigate challenges with grace and discretion. Demonstrates a high degree of emotional intelligence and a solutions-oriented approach when managing competing demands or sensitive situations.Adaptable and self-motivated, comfortable handling ad hoc tasks and taking initiative to improve systems and processes.Experience in event planning and coordination is a plus.Prior exposure to private wealth management, finance, or professional services environments is advantageous.