Reports To: Chief Operating Officer
Secondary Support: Chief Executive Officer (franchise administration)
Function: Corporate Services - HR, Finance Administration & Operations
Start Date: 1 Sep 2026
About the Role
We are seeking a proactive and detail-oriented Executive Assistant to provide comprehensive support to our Corporate team. This is a dual-function role spanning management support and day-to-day operational execution, designed for someone who thrives in a fast-paced, high-expectations environment.
You will manage a broad remit across recruitment and HR administration, finance and payment support, franchise lead coordination, and general corporate administration. A flexible, adaptable attitude is essential, as is the ability to take ownership, drive processes to completion and support change as the business grows.
The role reports to the Chief Operating Officer and provides direct support to the Chief Executive Officer on franchise administration.
This role replaces an existing offshore virtual administrator and is being brought in-house. It carries clear scope to expand into broader operational ownership as the business scales.
Key Responsibilities
HR, Recruitment & Employee Benefits
- Manage the end-to-end recruitment process, from job posting through to offer.
- Post job advertisements on recruitment platforms
- Maintain and update the hiring tracker and recruitment database.
- Coordinate virtual, face-to-face and group interviews between candidates and hiring managers.
- Communicate with candidates throughout the process, including scheduling, follow-ups and status updates.
- Prepare employment documentation, including offer letters, confirmation letters, promotion letters, transfer letters and termination letters.
- Maintain and update employee master records and HR documentation.
- Coordinate new employee onboarding, including documentation, system access and first-day logistics.
- Administer corporate medical and dental insurance policies, including staff enrolment, removals, claims support and annual renewal coordination.
Finance & Payment Administration
- Liaise with the appointed Accountant to provide supporting documents for monthly reconciliation.
- Process payments and vendor invoices, and follow up on outstanding payment matters.
- Upload invoices to Google Drive and maintain accurate, well-organised payment records.
Franchise Lead Support
- Manage inbound franchise enquiries and engage prospective franchise leads via our communication platform, TalkHub.
- Schedule franchise calls and meetings for the CEO.
- Prepare franchise lead summaries and pipeline reports as requested by management.
Corporate & Office Administration
- Prepare, route and track documents for signature in DocuSign.
- Manage incoming and outgoing post and organise couriers.
- Administer business insurance policies, including renewals and claims coordination.
- Maintain corporate registers, licences and statutory documentation.
- Maintain document and file management standards across shared corporate drives.
- Provide general administrative support and assist with ad-hoc operational tasks as assigned.
Events & Team Initiatives
- Assist with the planning and execution of annual company events and team-building initiatives.
- Coordinate logistics, vendors, and attendee communications for corporate events.
Growth & Development Scope
This role is structured to expand. Subject to performance, the successful candidate will progress into supporting our COO, with scope including:
- Accompanying the COO on site visits and property inspections across Singapore.
- Supporting outreach to property agents and landlords, maintaining the site pipeline tracker and coordinating viewing schedules.
- Broader involvement in operational planning and multi-site coordination.
Requirements
- Minimum 2 year of experience in HR, recruitment, administration or operations.
- Strong organisational skills with the ability to manage multiple competing priorities.
- Proficient in Microsoft Office and Google Workspace.
- Meticulous, responsible, and able to work independently in a fast-paced environment.
- Strong written and verbal communication skills.
- Experience with recruitment platforms, DocuSign or HR systems will be an advantage.
Preferred Attributes
- Strong attention to detail and effective time management.
- Able to handle confidential information with discretion and professionalism.
- Proactive attitude with a willingness to learn and take ownership of tasks.
- Comfortable working in a collaborative, dynamic and evolving environment.
- Interest in the fitness, franchising or multi-site retail sector.
What We Offer
- Direct exposure to senior management and broad cross-functional responsibility.
- Clear scope for the role to grow into wider HR and franchise operations ownership.
- Corporate medical and dental insurance coverage.
- Complimentary gym membership across our network of outlets.
- A fun, collaborative, fast-moving team environment.
