Job Title:
Executive Assistant to Founders
Founder Support, Stakeholder Coordination & Office Execution
Role Purpose:
ZACD Group Ltd is a Singapore-incorporated company listed on the Hong Kong Stock Exchange, operating an integrated real estate investment and development platform covering fund management, property development, asset management and structured investment vehicles.
The Executive Assistant provides high-level day-to-day support to both founders, while also acting as a key coordination point with external stakeholders, internal teams, service providers, investors, partners, advisers, and business contacts.
This is not a basic admin role. ZACD needs someone who is organised, polished, discreet, responsive, and able to manage founder-level complexity without constant hand-holding.
Reporting Line:
Reports to: Founders
Key Responsibilities:
A. Founder Calendar & Daily Support
- Manage calendars, meetings, appointments, calls, travel arrangements, and daily schedules for both founders.
- Prioritise competing requests and ensure founders are prepared for key meetings.
- Coordinate meeting logistics, reminders, documents, background materials, and follow-ups.
- Handle sensitive and confidential matters with discretion.
B. Stakeholder Communication
- Act as first point of coordination for selected external stakeholders, including investors, business partners, advisers, vendors, consultants, banks, lawyers, and senior contacts.
- Draft and coordinate emails, meeting notes, follow-up messages, and basic business correspondence.
- Maintain professional, timely, and polished communication on behalf of the founders.
- Ensure external parties receive prompt responses and proper follow-through.
C. Meeting & Document Coordination
- Prepare agendas, meeting packs, minutes, action trackers, and follow-up lists.
- Coordinate signatures, approvals, submissions, documents, contracts, invoices, and internal routing.
- Maintain organised electronic and physical filing systems.
- Track pending items and chase updates across internal and external parties.
D. Travel, Events & Hospitality
- Arrange business travel, accommodation, transport, visas where applicable, dining, investor meetings, and events.
- Support investor meetings, board meetings, partner visits, business lunches, and corporate events.
- Ensure founder and stakeholder experience is professional and well-managed.
E. Internal Coordination
- Liaise with finance, HR, investment, fund management, project, and external service providers.
- Help founders track key business priorities, deadlines, and outstanding matters.
- Support ad hoc projects, business presentations, office administration, and confidential assignments.
Requirements:
Experience
- 5 to 10 years experience as Executive Assistant, Personal Assistant, Office Manager, Team Assistant, or Secretary supporting founders, CEOs, directors, or senior executives.
- Experience in real estate, investment, fund management, family office, financial services, law firm, professional services, or founder-led businesses would be advantageous.
- Strong experience managing external stakeholders is important.
Technical Skills
- Excellent calendar management, scheduling, coordination, and follow-through.
- Strong written and spoken English. Mandarin would be useful if engaging China-based stakeholders.
- Proficient in Microsoft Office, Outlook, Teams/Zoom, Excel, PowerPoint, and document management.
- Able to prepare clean meeting notes, trackers, and business correspondence.
- Good sense of confidentiality and document control.
Personal Attributes
- Highly organised, calm, discreet, and dependable.
- Strong EQ and ability to manage different personalities.
- Polished enough to deal with investors, advisers, and senior stakeholders.
- Able to work fast without becoming chaotic.
- Anticipates needs instead of waiting to be told every step.
- Comfortable with ambiguity and last-minute changes.
- Thick-skinned enough to work in a founder-led environment.
KPIs / Success Measures
- Calendar accuracy and meeting preparedness.
- Responsiveness to founders and external stakeholders.
- Quality of follow-up and action tracking.
- Accuracy of documents, correspondence, and records.
- Ability to reduce founder administrative burden.
- Confidentiality and professionalism.
- Stakeholder experience and coordination quality.
