Executive Assistant/Office Coordinator

iCapital is powering the world’s alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, and banks evaluate and recommend bespoke public and private market strategies for their high-net-worth clients. iCapital services approximately $185 billion in global client assets invested in 1,471 funds, as of March 2024.

iCapital has been named to the Forbes Fintech 50 for seven consecutive years (2018-2024); a three-time selection by Forbes to its list of Best Startup Employers (2021-2023); and a three-time winner of MMI/Barron’s Solutions Provider award.

About the Role

We are looking for an experienced Executive Assistant/Office Coordinator who will help in supporting the daily activities of the company. This role will also support few Managing Directors based in Singapore and Japan in an Executive Assistant capacity. This role will be based in Singapore.

Your experience in working with teams and clients will shine as you navigate this dynamic role. Your ability to anticipate needs, pay meticulous attention to detail, and maintain the utmost confidentiality will be critical.

This role is an exciting opportunity to join a small but growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.

Responsibilities:

• Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks.
• Arrange complex and detailed travel plans.
• Process Expense reports for Managing Directors.
• Managing the office by liaising with the relevant building and iCapital Workplace team to ensure the office provides a professional and efficient working environment. Oversees facilities and manages escalations; ensures all aspects of the office are functioning properly.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and ensuring accountability for operating expenses.
• Builds relationships with and negotiates with vendors, submits invoices, creates office expense reports, manages vendor payments system. Knowledge of Expensify and Coupa or similar platforms is a plus.
• Stock all office items, place orders and maintain office inventory.
• Coordinate and manage office events (weekly breakfast, lunch, happy hours, meetings, offsite events, etc.).
• New Hires/On/Offboarding - Work with the Corp IT team on assigning / collecting a device.

Qualifications:

• Minimum of 5 years proven experiences as Executive Assistant and with office management responsibilities, and/or relevant experience in hospitality or corporate administration
• Ability to manage and prioritize a wide range of administrative and executive support related tasks
• Experience in working with international teams and across various time zones.
• Exceptional organizational and time management skills.
• Passion for working in a fast-paced environment.
• Fluent in English, Japanese speaking will be helpful.
• Proficiency in office software tools, including Microsoft Office suite (PowerPoint, Excel etc) and Monday.com.
• Team player, with a proactive ‘can do’ attitude, willing to take on new tasks and challenges as the role develops.

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week. Every department has different needs, and some positions will be designated in-office jobs, based on their function.

For additional information on iCapital, please visit [https://www.icapitalnetwork.com/about-us> Twitter: @icapitalnetwork | LinkedIn: [https://www.linkedin.com/company/icapital-network-inc> | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.