Administrative Assistant

Job Summary

To provide comprehensive administrative support to the Singapore CEO & ED and other staff, managing finance administration, coordinating executive signings and expense claims, and overseeing Singapore office management tasks to ensure smooth operations.

• Initiate Concur invoices for all Singapore office and Funds-related expenses to ensure accurate financial processing
• Obtain payment approvals for Fund invoices before submitting them to Concur for payment processing
• Liaise with the Finance team to coordinate payments for Singapore office invoices and Funds-related expenses
• Prepare funding requests based on Concur data to support Fund Administrators’ treasury needs
• Execute wire transfers using various banking portals for Funds and Corporate entities to facilitate timely payments
• Download and reconcile bank statements periodically for all Funds to maintain accurate financial records
• Coordinate signing processes and related administrative tasks for the Singapore CEO & ED, MD Sales, and Fiera overseas executives
• Collate and submit expense claims to Concur on behalf of the Singapore CEO & ED and other designated staff to ensure timely reimbursement
• Perform general administrative duties such as printing presentations to support executive needs
• Manage reception activities and serve as the point of contact for visitors in the Singapore office
• Monitor and manage office and building facilities to maintain a functional and safe work environment
• Procure stationery, pantry supplies, and other ad hoc items to support office operations
• Arrange courier services to ensure timely dispatch and receipt of documents and packages
• Coordinate document legalization and notarization processes as required
• Assist in organizing Singapore office events to foster team engagement and communication
• Support travel booking arrangements for Fiera employees to facilitate business travel
• Perform other regular or ad hoc duties and projects as agreed to support team and office needs