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.