Executive Assistant

• Manage the CEO’s calendar across Singapore, United States, and other time zones.
• Schedule customer meetings, investor calls, internal meetings, advisor sessions, legal calls, and interviews.
• Protect focus time and prevent unnecessary calendar fragmentation.
• Resolve scheduling conflicts quickly and professionally.
• Make sure each meeting has the right attendees, location, video link, agenda, and preparation material.
• Plan and coordinate business travel, including flights, hotels, ground transport, meeting locations, visas where relevant, and travel documents.
• Create clear travel itineraries with meeting times, addresses, contact details, and buffer time. Coordinate changes when travel plans shift.
• Track receipts, invoices, confirmations, and travel related expenses.
• Help triage the CEO’s inbox and flag urgent items.
• Draft simple replies, meeting confirmations, follow ups, reminders, and scheduling emails.
• Maintain polite and professional communication with customers, investors, advisors, vendors, candidates, and team members.
• Ensure important emails do not get missed.
• Prepare the CEO before meetings by organizing relevant documents, agendas, notes, decks, customer context, and prior correspondence.
• Take clean notes when requested.
• Track follow up items after meetings and make sure next steps are captured.
• Maintain simple action trackers for recurring meetings and important relationships.
• Organize key documents, templates, contracts, proposals, investor materials, customer materials, travel records, and administrative files.
• Maintain clean folders and naming conventions.
• Help prepare documents for signature, routing, review, or submission.
• Support vendor registration forms, basic company information requests, and administrative questionnaires.
• Manage expense tracking, receipt collection, reimbursements, invoices, subscriptions, and simple finance administration.
• Coordinate with accounting, finance, legal, corporate secretary, and external vendors when needed.
• Help with office administration, courier arrangements, printing, scanning, forms, and other operational tasks.
• Handle sensitive information with care, including customer discussions, investor conversations, legal documents, hiring matters, financial information, and personal logistics.
• Use sound judgment on what can be shared, what should be escalated, and what should remain confidential.

Personal Assistant to the CEO

• Manage and serve as the gate keeper for executive calendar needs across multiple time zones and internal & external partners, including local and international meetings;
• Work closely with the teams and franchise partners to schedule and prepare for meetings, including sending out agenda, coordinating presentations and other relevant materials prior to the meetings;
• Coordinate regional event management, including conferences and colleges;
• Assist in the preparation of presentations, conferences, training & etc.;
• Schedule interviews;
• Create all travel arrangements for the team, including global flights and lodging;
• Obtain and oversee all visa documentation for travel in partnership with the corporate travel agent;
• Coordinate travel agendas and provides itineraries;
• Monitor and adhere to all international travel regulations when organizing travel;
• Embrace and champion our culture;
• Arrange induction for new joiners;
• Promote team work, open communication and smooth workflow;
• Organize team building events and birthday/anniversary/other celebrations;
• Facilitate smooth workflow of the teams or coordinate with other teams from time to time;
• Proactively anticipate the needs of the supervisor and team;
• Communicate and liaise with other departments and franchisees on business activities;
• Submit expense claims for the Chief Operations Officers and Chief Development Officers;
• Review and track expense reports, code and track invoices;
• Support the team in the production of reports, documents and presentations when needed;
• Liaise with overseas personnel when necessary;
• Route or answer correspondence not requiring supervisor’s attention; analyze situations and respond accordingly;
• Coordinate yearly budgeting for the team;
• Manage and review department budgets and expense claims;
• Take the initiative to perform tasks with little to no supervision and provide innovative ideas and solutions when needed;
• Collaborate with other Executive Secretaries to organize events, support company initiatives as required, and
• Other ad-hoc duties as assigned

Executive Assistant jobs in Singapore

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Personal Assistant to the CEO

Executive Secretary – 6-month Contract