Executive Assistant (Strategic Scope) – Private Office

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Role Purpose

This role acts as a key support to the Principal, ensuring structure, clarity, and reliable follow-through across a complex, multi-part environment spanning personal, household, and governance responsibilities.

The role combines strong execution with structured thinking - enabling smooth day-to-day functioning while supporting the Principal with clear inputs, organised information, and well-managed priorities.

Because the Private Office spans business and financial administration, oversight of a multi-property household, and the coordination of family and education matters, the role calls for an unusually broad profile: someone who combines the rigour and financial literacy of a professional or financial-services background with hands-on, service-oriented personal-support experience, and who moves easily between structured, analytical work and practical, day-to-day execution.

Core Responsibilities

1. Planning, Prioritisation & Coordination

Support the Principal in managing priorities by structuring inputs and surfacing key considerations
Translate discussions and decisions into clear next steps and timelines
Maintain visibility across personal, household (Singapore & Bangalore), and governance commitments
Identify potential conflicts or gaps and flag proactively
Maintain visibility across family schedules (including school, medical, and enrichment activities), ensuring alignment with overall priorities and commitments

2. Execution & Follow-Through

Ensure tasks, decisions, and commitments are tracked and completed reliably
Maintain momentum across multiple work streams without requiring follow-up
Coordinate across stakeholders to ensure timely and accurate execution

3. Communication & Information Management

Draft and refine emails, summaries, and key documents in a clear, structured manner
Ensure all communication is concise, complete, and aligned with intent
Maintain organised systems for documents, trackers, and records

4. Calendar, Travel & Logistics Management

Oversee and manage the Principal’s calendar to ensure effective time use and preparation
Plan and coordinate travel, logistics, and key engagements end-to-end
Work closely with the House Manager and Senior Admin Associate (SAA) to ensure seamless execution

5. Systems & Workflow Coordination

Maintain and improve simple systems, trackers, and workflows across the Private Office
Support clarity of roles, responsibilities, and handovers across the team
Contribute to building structured ways of working that reduce reliance on ad hoc coordination

6. Stakeholder & Household Coordination

Coordinate effectively with the House Manager, SAA and Bangalore team
Act as a central point for aligning schedules, priorities, and updates
Ensure smooth communication across internal and external stakeholders
Coordinate with educational, medical, and other service providers as required, ensuring continuity and follow-through

7. Financial, Governance & Administrative Support

Track and reconcile household and personal expenses, budgets, and recurring payments, keeping clear and up-to-date records
Prepare, organise, and safeguard sensitive documentation - including financial, banking, insurance, tax, visa, and immigration paperwork
Liaise with banking, insurance, tax, legal, and other professional service providers to ensure requirements are met accurately and on time
Support governance-related administration by maintaining organised records and ensuring obligations and deadlines are tracked
Apply financial literacy and comfort with numbers when reviewing statements, summaries, and reports for accuracy before they reach the Principal

8. Property & Household Portfolio Oversight

Coordinate oversight of a multi-property residential portfolio (Singapore, Bangalore, and elsewhere), keeping schedules, contracts, and records in order
Manage renovation, interior, maintenance, and vendor workstreams end-to-end - from sourcing and quotes through to completion and follow-up
Administer tenancy, contract, and service arrangements, tracking renewals, obligations, and payments
Coordinate domestic staff matters - including recruitment, scheduling, visas, and day-to-day supervision - in partnership with the House Manager

Position Within Structure

Reports directly to Principal
Works alongside: House Manager (household operations & execution) and Senior Admin Associate (admin execution & documentation)
Responsible for ensuring alignment, clarity, and follow-through across all areas

Ideal Candidate Profile

Thinking & Working Style

Structured and organised in approach
Able to bring clarity to information and communicate concisely
Comfortable managing multiple priorities in a dynamic environment

Core Capabilities

Strong execution and follow-through
Good judgment and ability to prioritise
Ability to work across personal and professional contexts
High attention to detail and accuracy
Financial literacy and confidence handling numbers, statements, budgets, and administrative or governance paperwork
Ability to oversee multiple household and property workstreams (renovations, vendors, contracts) in parallel
Experience coordinating family, education, and medical matters with discretion and continuity
Proven ability to multitask and hold many moving parts together without dropping detail

Behavioural Traits

Calm, steady, and dependable
Professional, discreet, and trustworthy
Proactive while remaining aligned to direction
Collaborative and easy to work with

Experience

6–10 years in roles such as:
Executive Assistant to senior leadership in Private office / family office support roles
Experience in high-trust, fast-paced environments preferred
Background that pairs professional or financial-services experience (e.g., finance, investment, professional services, or operations) with executive or personal-assistant support to Principals, HNWIs, or family offices
Track record of managing both business and personal affairs in parallel, with strong planning, organisation, and multitasking ability
Experience overseeing personal property portfolios, renovations, or household operations is a strong advantage
Experience coordinating family, education, and medical matters is an advantage
Financial literacy and comfort with numbers, budgets, and administrative documentation is an advantage

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