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Facilities Coordinator, Executive Assistant

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iCapital Network

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Location:
Singapore , Singapore

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

We are looking for an experienced Facility Coordinator / Executive Assistant who will help in supporting the daily facility activities of the company and also provide support to our Managing Director. This role is an exciting opportunity to join a growing team and create and maintain an office environment where all employees and others feel welcome, engaged, and equipped to do a great job.

Job Responsibility:

  • Liaise with building management and the iCapital Workplace team to maintain a professional and efficient working environment
  • Oversee facilities, manage escalations, and ensure all aspects of the office function smoothly
  • Maintain office inventory, stock supplies, and place orders as needed
  • Build and maintain vendor relationships, negotiate contracts, process invoices, and manage office expense reports
  • Coordinate and manage office events (weekly breakfast, lunch, happy hours, meetings, offsite events and any other ad hoc events)
  • Prepare annual budgets, schedule expenditures, analyze variances, and ensure accountability for operating expenses
  • Staff Onboarding/Offboarding - Work with the Corporate IT team to assign and collect a device for the new hires
  • 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 Director
  • Assist with ad hoc projects as requested

Requirements:

  • Able to work in person, Monday-Friday, 8:45 AM – 5:45 PM (times may fluctuate due to facility needs)
  • Minimum of 5 years proven experiences with office management responsibilities and also as Executive Assistant, 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, with Japanese language ability is a plus
  • Proficiency in office software tools, including Microsoft Office (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

Nice to have:

  • Japanese language ability
  • Familiarity with platforms such as Expensify and Coupa

Additional Information:

Job Posted:
February 18, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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