Executive Assistant

Role Summary

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

This role ispredominantly administrativein nature, with approximately 90% of responsibilities focused on executive support andschedulecoordination for seniorExecutives. The remaining 10% supports light office andfacilitiescoordination to ensure a professional and welcoming workplace environment.

The position is suited for someone who is highlyorganised, detail-oriented, discreet, and dependable, with the ability toanticipateneeds andoperatewith professionalism in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide proactive administrative support to C-suite executives, includingtravel arrangements,complex scheduling andcalendar coordination, and related tasks

• Process and reconcile expense reports (e.g.corporate credit cards) accurately andin a timely manner

• Prepare materials, reports, and meeting summaries asrequired

• Handle confidential documents and information with professionalism and discretion

• Support internal communication and engagement initiatives asrequired

• Assistwith company events,all hands, and workshops where executive coordination is needed

• Provide ad hoc project support to the leadership team and broaderorganisation

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 officeorganisation

• Coordinate onboardinglogisticsfor 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

• Proficiencyin Microsoft Office 365,calendar managementtoolsand collaboration platforms(e.g., Outlook, Office Suite, Slack)

• Strongorganisationaland 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:Maintainsaccuracy 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 andaccuratecompletion of executive administrative tasks (e.g., expenses, bookings)

• Smooth calendar management and travel coordination for C-suite

• Professional and well-maintained office environment

• Seamless onboardinglogisticscoordination for new hires

• Positive feedback from leadership and internal teamsregardingresponsiveness and reliability

Location & Reporting

• Singapore

• Reporting tothe 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 andcutting-edgeengineering. Apply now to be part of shaping the future of sustainable AI infrastructure.