Executive Coordinator

Job Title: Executive Coordinator - CEOs Office

Location: Singapore-based (Hybrid)

Reports To: CEO

Role: Trusted Right-Hand to the Founder

Type: Full-time | In-office 2-3 days per week | Competitive compensation package

About Us

We are a world-class executive coaching firm delivering bespoke, white-glove advisory and coaching programs for C-Suite leaders within Global Fortune 250 companies. With a high-profile client roster, our work requires an unwavering commitment to discretion and quality due to the high-stakes nature of our clients roles. Our lean, high-performing team is driven by operational excellence, ownership, thriving in the unexpected, making work effortless, and a deep joy for learning.

The Role

Were looking for an Executive Coordinator to support the CEO of a globally recognized executive coaching and leadership development firm. This is not your typical Executive Coordinator role.

You will be working directly with a Founder who coaches the C-Suite of top global companies and speaks on some of the worlds biggest stages. Every day will be different and every detail will matter.

This role requires someone who can seamlessly shift between high-level thinking and hands-on doing: scheduling a high-stakes board call one moment, then proofreading a keynote script, prepping for a podcast interview, or coordinating a confidential coaching engagement the next. You thrive in fast-paced, entrepreneurial settings while confidently engaging with senior leaders at global corporations. You enjoy the close-knit feel of a small team but value the structure and professionalism of corporate-level standards.

You will function as the CEOs trusted coordinator for our executive client scheduling and communications. You will ensure all client and internal meetings run smoothly, calendars stay impeccably managed, and communications are handled with professionalism and warmth. You will coordinate complex schedules across multiple time zones, organize frequent international travel, prepare for high-stakes meetings, and handle sensitive communications.

The role also encompasses supportive operations/HR tasks (and occasional personal assistance) to enhance the CEOs overall bandwidth. Above all, the CEO must be able to completely trust you in all these areas because you think like an owner but have the humility to manage the necessary small stuff that comes up daily. You must exercise impeccable judgment, maintain confidentiality, and hold yourself to the highest standards. You will be the CEOs right hand in delivering white-glove service quality. This role requires emotional intelligence, meticulousness, and a hospitality-driven mindset suitable for working with senior decision-makers in large corporations.

This role is ideal for a highly organized, tactful, and proactive individual who thrives in a fast-paced, detail-driven environment with high expectations for service and discretion. We are looking for candidates who are growth-oriented, love refining the way they work from team feedback, and know how to have fun!

Key Responsibilities

• Complex Scheduling & Calendar Management:
• Manage the CEOs dynamic, ever-changing calendar, including coordinating highly complex scheduling with C-Suite clients and their assistants across global time zones to ensure seamless communication and follow-ups.
• Strategic Gatekeeping:
• Exercise sound judgment in managing requests for the CEOs time, helping the CEO stay focused on high-impact priorities while remaining accessible to key stakeholders.
• Internal Team Alignment:
• Support the internal team by ensuring all client scheduling, document preparation, process tracking, and meeting reminders are communicated within the Team Hub.
• Anticipating & Managing Changes:
• Sort tasks against prioritization, proactively monitor schedules for conflicts, anticipate adjustments that often come in as voice message updates, and be able to craft client-facing notes on behalf of the CEO when time sensitive or when on-the-road.
• Confidentiality & Discretion:
• Handle sensitive company information and operational challenges discreetly and decisively, maintaining trust and confidence at all times. Ensuring all client documents are saved in the appropriate places and have the correct labelling and access settings.
• Issue Resolution:
• Be on top of our within 24 hours response rate to address client inquiries and issues. Represent the companys white-glove service standards in all interactions.

Who You Are

• Highly Organized:
• You have exceptional attention to detail and can manage multiple moving pieces without dropping the ball.
• Tactful, Poised & Calm Under Pressure:
• Youre comfortable interacting with executive-level professionals and their offices, demonstrating warmth, tact, and discretion at all times. Comfortable in a dynamic environment where priorities shift and time zones need to be managed.
• Strong Communicator:
• Your written and verbal communication is clear, polished, and professional especially when interacting with our clients offices and confirming meeting details.
• Proactive & Adaptable:
• You anticipate scheduling needs before they arise, stay calm under pressure, and quickly adapt to changing priorities.
• Detail-Obsessed & Proactive:
• A track record of flawless execution, anticipating needs, and adapting swiftly.
• Experience:
• At least 10+ years of administrative or Executive Assistant experience, preferably supporting global senior leaders or working in fast-paced professional services, corporate events, luxury hospitality, or concierge services.
• Singapore-based (working hybrid) with excellent spoken and written English.

Why Join Us

• Work alongside a visionary founder with world-renowned accolades and who is recognized globally as a Hall of Fame speaker and go-to elite C-Suite coach.
• Work within a team of high performers who love being part of a purpose-driven coaching business that helps leaders perform at their best and be fulfilled in work and life.
• Operate at the highest levels of business, engaging directly with Global Fortune 250 executives.
• Be part of an intimate, high-performing, fun-loving team where your voice matters and your work has an immediate impact.
• Grow within a niche category-defining brand that prioritizes both client and team wellbeing.

Whats in it for you

• Opportunity to grow within a thriving, high-performing team.
• Competitive salary and bonus incentives.
• Generous annual leave in addition to public holidays.
• Hybrid working environment (2-3 days per week in the office).
• Work closely with a globally respected executive coach - gaining hands-on exposure and ongoing development.
• Support for additional education and upskilling.
• Fun and collaborative company culture with regular celebrations of wins and an annual in-person gathering.

Were looking for someone extraordinary and were willing to offer a compensation package that reflects that.

Application Process

To apply, please send your CV to [Confidential Information], along with a brief cover letter explaining why you are an excellent fit for this position. Please highlight your experience with executive clientele and what draws you to this role.