Executive Assistant

Job Description

As Executive Business Partner, you will play a critical role in enabling the CEO to operate at a high level of effectiveness in driving Plain Vanilla's strategic priorities. The primary objective of this role is to ensure that the CEO is well-supported in achieving company objectives, delivering on budget targets, and executing key milestones across both company-wide initiatives and CEO-led priorities.

You will work closely with the CEO and the leadership team to coordinate cross-functional initiatives, facilitate alignment across functions, and support the disciplined execution of priority projects. Acting as a central point of coordination, you will provide structured support across areas such as organisational development, culture and internal communications, and business operations.

This role requires a high degree of judgement, discretion, and professional maturity. You will be expected to anticipate needs, exercise sound decision-making in dynamic situations, and operate with a strong sense of ownership in ensuring continuity, clarity, and momentum across the CEO's agenda and broader organisational priorities. The ability to navigate complexity, manage competing demands, and maintain a high standard of execution in a fast-paced environment is essential.

You will also be responsible for maintaining key internal documentation and systems, upholding internal processes, and ensuring consistent follow-through across the CEO's portfolio and the wider organisation. Success in this role is defined not by individual visibility, but by the CEO's effectiveness and the organisation's ability to execute with alignment, discipline, and consistency.

Key Job Duties and Responsibilities

CEO Support & Priority Management

• Provide structured, day-to-day support to the CEO to ensure effective management of priorities, time, and commitments

• Manage the CEO's calendar, including scheduling internal and external meetings, prioritising commitments, and ensuring efficient time allocation

• Prepare briefing materials, summaries, and updates to support effective decision-making

• Coordinate meetings, prepare agendas, and ensure relevant materials are prepared in advance

• Track follow-ups and action items from meetings, ensuring alignment and timely execution across stakeholders

Cross-Functional Coordination & Project Execution

• Act as a central coordination point across the CEO, leadership team, and departments to ensure alignment on priorities and timelines

• Support the planning, tracking, and execution of company-wide initiatives and CEO-led projects

• Maintain visibility over key workstreams, ensuring clear ownership, accountability, and progress tracking

• Identify risks, delays, or gaps early, and work with relevant stakeholders to resolve them

• Support alignment between operational teams, leadership, and external stakeholders where required

HR Engagement & Culture Initiatives

• Work closely with the CEO to support the planning and execution of HR engagement initiatives and culture-building efforts

• Coordinate company-wide events and internal initiatives such as:

• Townhalls and company briefings

• Festive celebrations (e.g. Chinese New Year dinner)

Staff appreciation initiatives

• Partner with the HR Business Partner and leadership team to strengthen team engagement, alignment, and communication across the organisation

• Support follow-through on key people initiatives as part of the CEO's portfolio

Internal Communications & Alignment

• Support internal communications from the CEO's office to ensure clarity, consistency, and alignment across teams

• Coordinate company-wide announcements and leadership updates

• Assist in preparing materials for leadership meetings, townhalls, and company updates

• Ensure key decisions, updates, and directions are clearly documented and communicated to relevant stakeholders

Office Management & Workplace Environment

• Oversee the day-to-day operations of the head office, ensuring that administrative and operational needs are managed effectively

• Coordinate office resources, supplies, and facilities management

• Maintain systems and processes that support the smooth functioning of the office

• Proactively identify and implement improvements to the workplace environment to support stronger team collaboration, engagement, and in-office presence

Organisational Systems & Documentation

• Maintain and organise key internal documentation, trackers, and company references used by leadership and operational teams

• Support the development and upkeep of internal frameworks, trackers, and operational resources

• Ensure organisational processes are clearly documented, up-to-date, and accessible

• Improve systems and workflows where needed to enhance efficiency and clarity

Ground Sensing & Organisational Awareness

• Maintain awareness of on-the-ground team sentiment through regular interaction and observation across teams

• Identify emerging issues, patterns, or areas of concern and surface them to the CEO in a timely and constructive manner

• Act as an additional feedback channel to support early identification of operational or cultural gaps

• Exercise sound judgement in distinguishing between isolated issues and broader organisational trends

Administrative & Operational Support

• Provide administrative support to the CEO where required

• Coordinate logistics for meetings, projects, and internal initiatives

• Support the organisation and execution of internal meetings, leadership sessions, and company briefings

• Undertake additional responsibilities as required to support the CEO and broader organisation

Qualifications & Experience

• Bachelor's degree in Business Administration, Communications, Management, or a related field.

• 3 - 5 years of experience in business operations, executive support, consulting, or strategy-related roles.

• Experience working closely with senior leadership or founders in a fast-paced or entrepreneurial environment.

• Strong organisational and project management skills, with the ability to manage multiple initiatives simultaneously.

• Excellent written and verbal communication skills.

• High level of discretion and professionalism when handling sensitive information.

• Proficiency with Google Workspace and common workplace productivity tools.

Success Traits

• Highly organised with exceptional attention to detail.

• Able to translate strategic direction into structured processes and actionable plans.

• Strong interpersonal skills and ability to coordinate across diverse teams and stakeholders.

• Proactive and resourceful in solving problems and moving initiatives forward.

• Comfortable navigating ambiguity in a fast-growing organisation.

• Trusted partner to leadership with a high level of integrity and discretion.