Business Operations Executive & Executive Office

• Language Requirement: Candidates must be fluent in Chinese and comfortable using it as a working language in both spoken and written communication, including business correspondence and translation.

• Location & Work Authorisation: This role is based in Singapore. Applicants must currently reside in Singapore and already have the legal right to work in Singapore without requiring employer sponsorship. Applications that do not meet these requirements will not be considered.

1. About Ray Global Management Group

• A Singapore-headquartered international K-12 education management group operating Adcote-branded British-curriculum schools across the United Kingdom, China and Malaysia, with a pipeline spanning Singapore, Japan, Vietnam and other markets.

• The Singapore Global Headquarters is newly formed as a global expansion platform for its ongoing schools business over the past 15 years. Processes are still being built, and this role will help shape them.

2. Purpose of the role

• Be the dependable operating backbone of the Global Headquarters, keeping day-to-day finance, people, administration and commercial follow-up moving so that senior leaders can concentrate on deals, schools and growth.

• Support the Executive Office (the Chief Executive Officer and the Global Chief Operating Officer) with coordination, tracking and follow-through.

• Assist in keeping the Singapore entities compliant with local requirements as the group grows.

3. Key responsibilities

3.1 Basic finance coordination and support

• Prepare and process supplier invoices, payment requests and staff expense claims, with the correct supporting documents and approvals.

• Keep payment trackers and records in order, and provide month-end inputs to the finance team and external accountants.

• Track multi-currency and intercompany items, and flag discrepancies early.

3.2 Human resources coordination and support

• Run onboarding and offboarding: contracts, work passes, equipment, accommodation and inductions.

• Maintain personnel files, leave and attendance records, and prepare payroll and Central Provident Fund inputs (and all necessary regulatory processes) with the HR team.

• Support recruitment by scheduling interviews and coordinating with candidates and agencies.

• Prepare work pass applications with the Ministry of Manpower where required.

3.3 Administration and Executive Office coordination and support

• Manage calendars, meetings and travel, and prepare agendas, minutes and action trackers for senior leaders.

• Manage office matters, vendors, subscriptions and system access, and keep a register of contracts and renewals.

• Prepare and polish letters, memos and presentations in both English and Chinese.

• Handle confidential material with discretion.

3.4 Commercial negotiation follow-up

• Capture decisions and action points after negotiation meetings with partners, landlords, investors and agents, and circulate them promptly.

• Track open items, deadlines and deliverables under term sheets and contracts, and chase counterparties.

• Coordinate document flow between counterparties, external counsel and internal teams, keeping versions controlled.

• Prepare first-draft summaries, comparisons and schedules for senior review. The role does not negotiate or sign on behalf of RGMG, and escalates anything that needs a decision.

• Bridge Chinese-speaking and English-speaking counterparties and colleagues.

3.5 Singapore compliance

• Maintain a compliance calendar for the Singapore entities, covering filings with the Accounting and Corporate Regulatory Authority, registers, and director and shareholder changes, working with the appointed corporate secretary.

• Track deadlines with the Inland Revenue Authority of Singapore, including Goods and Services Tax, and Central Provident Fund obligations, working with the finance team.

• Keep a register of licences, registrations, insurance renewals and regulatory submissions.

• Apply the Personal Data Protection Act when handling personal data of staff, candidates and families.

• Raise compliance risks early rather than after a deadline is missed.

4. Essential requirements

• At least 3 years of multi-function senior level support experience across finance, human resources, administration and commercial or contract follow-up.

• Working familiarity with Singapore compliance, including the Accounting and Corporate Regulatory Authority, the Inland Revenue Authority of Singapore, the Central Provident Fund and the Ministry of Manpower.

• Fluent in written and spoken English and Chinese (Mandarin), able to draft and translate business documents accurately.

• Diploma or degree in business, accounting, human resources or a related field.

• Based in Singapore with the right to work in Singapore.

Executive and Senior Executive grades:

• Executive: handles defined tasks and routines independently, and escalates exceptions to the line manager.

• Senior Executive: typically 7 or more years of experience, owns processes end to end, manages external providers, and uses judgement on what to escalate.

5. General requirements

• Start-up experience: at least 3 years in a start-up or high-growth setting, comfortable building processes where no playbook exists yet.

• Agile: copes well with constant change, priorities shift and the support team is small.

• Continual learning: demonstrates the eagerness to learn in a rapidly changing environment.

• Independent and proactive: sees what needs doing without being asked, solves problems before escalating, and knows when to escalate.

• Discipline: understands how to manage time and projects to deliver outcomes as part of the team.

• Detail-oriented: accurate with numbers, dates, names and contract terms, and checks their own work.

• AI proficiency: proficient in using AI tools for productivity, such as drafting, summarising, translating and analysis, while verifying the output.

• Discretion and integrity: trusted with sensitive information on investments, acquisitions and people.

• Communication: works smoothly with colleagues across time zones and cultures, including Singapore, China, Malaysia, the United Kingdom, Japan and Vietnam.