Executive Assistant & Operations Coordinator (COO's Office)
Location: Singapore
Industry: High-end hospitality group (Michelin-level dining, catering & international F&B consulting)
We are looking for a highly capable Executive Assistant& Operations Coordinator to partner with the COO in a fast-paced, high-performance environment.
This is a hybrid role combining executive support, business operations, and project coordination. You will act as the COO's right hand-ensuring priorities are managed, decisions are executed, and key initiatives move forward efficiently.
This role goes beyond traditional EA responsibilities. It is suited for someone who is highly organised, detail-oriented, and proactive, with the ability to execute, analyse, and communicate at a high level.
Key Responsibilities
Executive Support
- Manage the COO's calendar, meetings, and travel arrangements with foresight and efficiency
- Prepare agendas, meeting materials, and minutes track and follow up on action items
- Draft professional communications and act as a key liaison for stakeholders
- Handle sensitive and confidential matters with discretion
COO Office & Operations
- Support the COO in managing priorities and ensuring execution across teams
- Coordinate cross-functional initiatives and track progress against deliverables
- Ensure follow-through on decisions made in leadership meetings
- Identify operational inefficiencies and support process improvements
Presentations, Reporting & Analysis
- Prepare high-quality presentations for leadership and board-level meetings
- Build and maintain operational trackers, dashboards, and reports
- Analyse business and financial data to assist decision-making
- Prepare briefing notes, support business case development, and performance updates
Projects & Special Initiatives
- Support and coordinate special projects from planning through execution
- Track timelines, milestones, and outcomes
- Conduct research and organise information for strategic initiatives, such as overseas consultation projects and expansion plans
- Maintain structured documentation and records
Administrative & Coordination Support
- Manage internal workflows (expenses, payments, approvals, leave tracking)
- Support basic HR administration (template documentation and simple record keeping)
- Maintain corporate calendar (reflect critical dates such as licences expiry, renewals, compliance deadlines etc)
What We're Looking For
Experience & Skills
- 3+ years experience in an Executive Assistant, Operations, or Office Management role
- Strong proficiency in: Microsoft Office suite, specifically MS Excel (data tracking, reporting, basic analysis)
- Strong proficiency in: Creating professional presentations
- Strong organisational and multitasking abilities
- Excellent written and verbal communication skills
- Experience supporting senior stakeholders is preferred
Key Attributes
- Highly organised with strong attention to detail
- Proactive and able to anticipate needs
- Comfortable working in a fast-paced, evolving environment
- Strong sense of ownership and accountability
- No task too small mindset, with the ability to think ahead
- High level of discretion and professionalism
Why Join This Role
- Direct exposure to senior leadership and strategic decision-making
- Opportunity to work across operations, projects, and business functions
- A dynamic role with real impact beyond traditional administrative support
- Flexible Work Arrangement with WFH options
- Exposure to High-End Hospitality and Events
Additional Information
This role is dynamic and may evolve over time. The successful candidate may be assigned additional responsibilities as required to support business needs.
