Executive Assistant

Role Overview

We are looking for an Executive Assistant to support the Agency Director and operations team of a financial advisory agency.

This is not a Financial Advisor or sales recruitment role. The role focuses on executive support, client servicing coordination, case management, documentation follow-up, insurer liaison and agency operations support.

The successful candidate should be highly organised, responsible, proactive, trustworthy and comfortable handling confidential client and business information. This is a hands-on role suitable for someone who enjoys coordinating many moving parts, following up on outstanding matters and supporting the smooth day-to-day running of a growing agency.

Key Responsibilities

• Support the Agency Director in managing daily operational, administrative and client-servicing matters

• Track and follow up on client cases, insurance applications, investment matters, underwriting requirements and outstanding documents

• Liaise with advisers, clients, insurers, business partners and internal support teams

• Assist with client onboarding, servicing, review preparation and post-meeting follow-up

• Prepare, organise and maintain client records, documents, reports and operational files

• Monitor deadlines, pending cases, follow-ups and outstanding matters

• Coordinate appointments, meetings, submissions and workflow matters

• Assist with insurer forms, client documentation, policy servicing matters and operational follow-ups

• Support the use and updating of internal CRM / workflow systems

• Assist with recruitment, onboarding and team administrative matters where required

• Identify workflow gaps and assist management in improving operational processes

• Perform other executive support, operational, administrative and business support duties as required

Requirements

• Prior experience as an Executive Assistant, Personal Assistant, client servicing executive, insurance operations staff, financial advisory support staff, banking operations staff or administrative executive will be useful

• Prior experience in insurance, financial advisory, banking, wealth management or professional services will be an advantage

• Strong organisational skills and attention to detail

• Able to follow up persistently and manage multiple ongoing matters at the same time

• Good written and spoken communication skills

• Comfortable dealing with clients, advisers, insurers and external parties

• Able to handle confidential client and business information professionally

• Proactive, responsible and willing to learn

• Comfortable working in a small but growing business environment where responsibilities may evolve over time

• Candidates must be legally eligible to work in Singapore. Work pass sponsorship may be considered for suitable candidates, subject to MOM requirements and company assessment

Working Arrangement

• This is primarily an office-based role, with out-of-office work only when required for meetings, client matters, business matters or company-related assignments
  
• This role is not structured as a work-from-home or hybrid position
  
• Working hours and employment terms will be set out in the employment contract
  
• Due to the nature of client servicing and agency operations, urgent client, adviser, insurer or business matters may arise outside normal office hours
  
• The successful candidate must be comfortable working in a hands-on, fast-paced and growth-stage business environment where responsibilities may evolve over time

Core Suitability Criteria

• This role requires someone who is comfortable working in a hands-on, fast-paced and growth-stage business environment where effort, ownership and responsibility are expected before further rewards
  
• The role involves both executive support duties and hands-on administrative follow-up work
  
• The role requires comfort with an office-based working arrangement and the need to support urgent client, adviser, insurer or business matters when required
  
• Fulfilment of all the above core criteria is required for this role

Who This Role Is Suitable For

This role is suitable for someone who enjoys supporting a business owner directly, coordinating client and operational matters, dealing with clients and business partners, and taking ownership of follow-through until matters are completed.

Who This Role May Not Be Suitable For

This role may not be suitable for candidates looking for a purely backend processing job, a fixed-scope administrative role, or a role where work arrangements are primarily based on work-from-home flexibility.