Administrative assistant

About Us Sincere Family Office is a Singapore-headquartered corporate advisory firm that helps Chinese enterprises and high-net-worth families set up and grow overseas. Founded in Hong Kong in 2014, we have been headquartered in Singapore since 2019 and operate across Singapore, Shenzhen and Xiamen. Our work covers overseas expansion structuring, Employment Pass (EP) applications under our Employment Agency (EA) licence, Variable Capital Company (VCC) fund structures, and long-term compliance and risk advisory for our clients. Role Overview This is a core operations role reporting directly to the Executive Director. You will keep the Singapore office running smoothly across administration, regulatory coordination and light client support. Approximate time allocation: • About 70%: internal administration and executive support • About 20%: government portal work and coordination with partner teams • About 10%: client administrative support Backgrounds we particularly welcome. We encourage applications from candidates with experience in any of the following: • A corporate secretarial firm (administrative or operations role) • An immigration consultancy, visa services firm or Employment Pass (EP) application agency • A family office, private wealth management firm or multi-family office Key Responsibilities 1. Executive and operational support (about 70%) • Manage the Executive Director's calendar, schedule meetings, and coordinate travel and logistics • Draft, translate and proofread English and Mandarin correspondence, emails and official submissions • Maintain organised physical and digital filing systems for client documents and compliance records • Track deadlines and follow-ups for EP applications and renewals, Employment Agency (EA) licence obligations and related matters • Prepare internal reports, meeting minutes and presentation materials • Help set up and maintain internal operations tools and document management systems 2. Regulatory and partner liaison (about 20%) • Handle submissions and queries on Singapore government portals, including the Ministry of Manpower (MOM), the Accounting and Corporate Regulatory Authority (ACRA) and the Inland Revenue Authority of Singapore (IRAS) • Coordinate with our licensed corporate service provider partners on client filings and timelines • Work with our Shenzhen and Xiamen teams on document transfers, events and administrative support 3. Client administration (about 10%) • Handle client document collection, appointment scheduling and status updates • Help prepare Know Your Customer (KYC) materials and client onboarding documents Requirements Essential • Open to Singapore Citizens and Permanent Residents • Fluent in English and Mandarin, written and spoken. Mandarin is required because the role involves daily communication with Mandarin-speaking clients from China and with our partner teams in Shenzhen and Xiamen, including drafting and translating documents for them. • At least 2 years of experience as an administrative assistant, executive secretary or office administrator • Experience in at least one of the following: a corporate secretarial firm, an immigration or visa services firm, an EP application agency, or a family office • Strong attention to detail and good control of deadlines across several tasks at once • Proficient in Microsoft Office (Word, Excel, PowerPoint), email and WeChat • Well organised and able to work independently with minimal supervision Advantageous • Hands-on use of GoBusiness, the MOM EP Online and myMOM portals, ACRA BizFile+ and IRAS myTax Portal • Experience supporting a senior executive or founder in a fast-paced environment • Familiarity with compliance documents, Anti-Money Laundering (AML) requirements or KYC processes What We Offer • Salary of SGD 2,800 – 3,800 per month, commensurate with experience • 14 days of annual leave plus Singapore public holidays • Medical benefits • Central Provident Fund (CPF) contributions as required by law • Direct exposure to senior-level operations and real cross-border client matters • A working environment that spans Singapore, Shenzhen and Xiamen How to Apply Please send your CV and a short cover letter to Yangfan@sincere.com.sg with the subject line "Application – Administrative Assistant – [Your Name]". We regret that only shortlisted candidates will be contacted. All applications are treated in strict confidence. Sincere Family Office Pte. Ltd. is an equal opportunity employer. We follow the Tripartite Guidelines on Fair Employment Practices and the Ministry of Manpower's Fair Consideration Framework, and we assess all candidates on merit, regardless of race, religion, gender, age, marital status, family responsibilities or disability.