Executive Assistant

Role Summary

The Executive Assistant is responsible for providing high-quality, proactive administrative support to the C-suite, ensuring executives are well-supported in managing priorities, schedules, and key deliverables.

This role is predominantly administrative in nature, with approximately 90% of responsibilities focused on executive support and schedule coordination for senior Executives. The remaining 10% supports light office and facilities coordination to ensure a professional and welcoming workplace environment.

The position is suited for someone who is highly organised, detail-oriented, discreet, and dependable, with the ability to anticipate needs and operate with professionalism in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks
• Process and reconcile expense reports (e.g. corporate credit cards) accurately and in a timely manner
• Prepare materials, reports, and meeting summaries as required
• Handle confidential documents and information with professionalism and discretion
• Support internal communication and engagement initiatives as required
• Assist with company events, all hands, and workshops where executive coordination is needed
• Provide ad hoc project support to the leadership team and broader organisation

Office Operations & Facilities

• Welcome visitors to the office and ensure a professional front-of-house experience
• Manage pantry supplies, consumables, and general office ordering
• Liaise with cleaning crew and building management to ensure office upkeep and cleanliness
• Support meeting room readiness and general office organisation
• Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation

Skills & Experience

Required

• 3+ years’ experience in executive support, office administration, or similar coordination roles, in a fast-paced or high-growth environment
• Experience supporting senior leadership or executives
• Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack)
• Strong organisational and time management skills, with the ability to manage competing priorities
• Excellent written and verbal communication skills in English
• High degree of professionalism, discretion, and sound judgment in handling confidential matters

Key Competencies

• Reliability & Accountability: Delivers tasks accurately, on time, and independently
• Professional Discretion: Exercises sound judgment in handling sensitive information
• Operational Efficiency: Keeps executive schedules and administrative processes running smoothly
• Organisation & Attention to Detail: Maintains accuracy while managing multiple priorities
• Adaptability: Thrives in a dynamic environment and adjusts to changing needs
• Collaboration & Communication: Builds positive working relationships across teams

Success Metrics

• Timely and accurate completion of executive administrative tasks (e.g., expenses, bookings)
• Smooth calendar management and travel coordination for C-suite
• Professional and well-maintained office environment
• Seamless onboarding logistics coordination for new hires
• Positive feedback from leadership and internal teams regarding responsiveness and reliability

Location & Reporting

Singapore

Reporting to the Chief of Staff

Employment Basis

Full-time

Diversity

At Firmus, we are committed to building a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds who are passionate about creating a more sustainable future through innovative engineering solutions.

Join us in our mission to revolutionize the AI industry through sustainable practices and cutting-edge engineering. Apply now to be part of shaping the future of sustainable AI infrastructure.