Job Overview

Our client is looking for a proactive operator to support a high-performing, founder-led environment operating at significant pace and complexity. The Executive Assistant (EA) is responsible for owning and managing the operational layer across business and personal functions, ensuring seamless execution without requiring constant direction. The ideal candidate demonstrates strong systems thinking, high autonomy, and the ability to interpret context, priorities, and subtext in dynamic environments. This position requires an individual who can manage ambiguity, anticipate needs, and maintain clarity across multiple concurrent workstreams.

Responsibilities

1. Project Coordination (Primary Function)

• Track and manage multiple concurrent projects across internal teams and external stakeholders
• Monitor progress, identify risks, and proactively resolve blockers
• Provide clear, accurate status updates focused on outcomes and forward movement
• Ensure alignment between priorities, timelines, and deliverables

2. Calendar & Schedule Management

• Manage a complex and frequently changing calendar
• Prioritize and protect high-value time blocks
• Assess meeting relevance and optimize scheduling efficiency

3. Email Management & Correspondence

• Triage inbox communications, prioritizing critical items
• Draft professional responses aligned with tone, intent, and context
• Interpret underlying meaning and manage sensitive communication appropriately

4. Financial Administration

• Process and reconcile expenses accurately and on time
• Maintain organized financial tracking systems
• Ensure completeness without requiring follow-up

5. Event & Logistics Coordination

• Plan and execute meetings, events, and offsites end-to-end
• Coordinate travel, venues, materials, and schedules
• Ensure seamless execution with no operational gaps

6. Meeting & Stakeholder Management

• Prepare agendas and briefing materials in advance
• Document meeting notes and track action items through completion
• Maintain visibility on key stakeholder relationships and follow-ups

7. Document & Vendor Management

• Draft, format, and maintain accurate documentation
• Manage external vendors and service providers
• Ensure deliverables and relationships are maintained without oversight

8. Personal Assistance

• Handle personal scheduling, logistics, and administrative tasks
• Maintain strict confidentiality across all personal matters
• Coordinate private travel, events, and errands as required

Requirements

• 2–4 years of experience in executive support, operations, or coordination roles
• Experience supporting fast-paced or high-demand professionals
• Strong organizational and multitasking capabilities
• Excellent written and verbal communication skills in English
• High proficiency with productivity and collaboration tools (e.g., Google Workspace, calendar systems, task management platforms)
• Ability to work independently with minimal supervision
• Strong familiarity with Singapore-based operations or ability to coordinate locally when required

Core Competencies

• Systems Thinking: Ability to design, maintain, and optimize workflows; strong attention to completeness and closed-loop execution.
• Contextual & Political Awareness: Ability to interpret subtext and navigate complex stakeholder environments; skilled in managing sensitive communications and messaging.
• Composure Under Pressure: Maintains clarity and effectiveness during high-intensity periods; operates with discretion, stability, and professionalism.

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.