Corporate Secretary & Office Administrator

Who we're looking for:

• A versatile and proactive professional with prior experience in corporate secretarial work and office administration, preferably within the financial services sector.
• A candidate who is fully bilingual and comfortable communicating, reading, and writing in both Chinese and English to effectively handle diverse documentation and stakeholder inquiries.
• An organized individual with a strong sense of responsibility who can work independently to manage the office environment while meeting strict regulatory deadlines.
• A detail-oriented worker who takes pride in maintaining a tidy, professional, and well-organized workspace.
• A fast learner who is ready to take on a variety of administrative challenges in a fast-paced investment management setting.

What you'll do:

• Corporate Secretarial Duties: Handle the preparation and filing of board resolutions, maintain statutory registers, and ensure the company remains in full compliance with local regulatory and statutory requirements.
• Filing System Management: Develop and maintain a comprehensive and secure filing system for both physical and electronic records, ensuring all corporate documents are systematically archived for easy retrieval and audit readiness.
• Financial & Admin Support: Manage the processing of corporate invoices, handle simple bookkeeping tasks, and provide general secretarial support to the management team.
• Office Workplace Management: Oversee the daily upkeep of the office premises to ensure a professional and clean environment.
• Inventory & Procurement: Monitor and manage office inventory levels, ensuring that all stationery, pantry supplies, and essential office resources are consistently well-stocked and replenished.
• Vendor & Stakeholder Liaison: Act as the main point of contact for external vendors and service providers, managing service agreements and ensuring all office logistics are handled smoothly.
• General Coordination: Support the team with various administrative tasks, including managing office correspondence, answering inquiries, and assisting with general company matters in Singapore.
• Ad-hoc Duties: Handle any additional administrative or operational tasks as assigned by the managers to support the overall efficiency of the firm.

Requirements:

• Proven work experience in a Corporate Secretary or Office Manager role, with a solid understanding of basic corporate governance and office workflows.
• Professional proficiency in Chinese and English is essential for communicating with regional stakeholders and translating or drafting bilingual documents.
• Practical experience in developing organizational systems or maintaining complex filing frameworks.
• Familiarity with general office productivity software, such as Microsoft Office, and the ability to manage digital record-keeping.
• A reliable and positive work ethic, with the ability to perform tasks under minimal supervision while maintaining high standards of detail.