Job Description

About the Role

Vulcan BioEnergy is seeking a Founder Office Executive to work closely with the Founder & CEO. This is not a traditional PA role. The successful candidate will act as an extension of the Founder, helping translate priorities into action, coordinate internal and external stakeholders, and ensure important matters are followed through to completion.

This role is designed for someone who has already built a strong foundation in executive support, business operations or project coordination — and is ready for the next step. You will work directly with the Founder, not only to provide executive support, but increasingly to take ownership of business initiatives, special projects and cross-functional execution as the company grows.

The role is ideal for someone who is organised, resourceful, commercially aware, and comfortable working in a fast-moving SME/startup environment. Vulcan BioEnergy will be the primary focus, with selected support for the Founder's broader business and external engagements where required.

Key Responsibilities:

Founder & Executive Support

Manage meetings, schedules, business travel, and key follow-up actions.

Prepare briefing materials, presentations, correspondence, and meeting documents.

Track CEO priorities and ensure timely follow-up with relevant stakeholders.

2.Business Administration & Treasury

Coordinate payroll, payments, reimbursements, and basic cash tracking.

Maintain corporate and financial documentation and support banking/KYC administration.

Coordinate with outsourced accountants, corporate secretaries, and other professional advisors.

3.Public Affairs & External Engagement

Support the Founder's engagements with business associations, industry organisations, academic institutions, and other external stakeholders.

Coordinate meetings, events, visits, and stakeholder communications.

Represent the Founder, where authorised, in routine coordination and follow-up matters.

4.Founder Productivity & Special Projects

Translate ideas, discussions, and priorities into structured action plans.

Conduct research and consolidate information to support decision-making.

Use AI and digital tools to improve research, communication, information synthesis, and workflow efficiency.

Proactively identify next steps and drive assignments through to completion.

Candidate Profile:

Approximately 3-8 years of relevant experience in Founder Office, Executive Support, Business Operations, Corporate Administration, or Project Coordination.

Strong written and spoken English; working proficiency in Mandarin Chinese is an advantage due to regional stakeholder interactions.

Highly organised, accurate, dependable, and able to manage multiple priorities.

Strong communication skills and sound judgement when dealing with external stakeholders.

Resourceful, proactive, and comfortable working through ambiguity.

Able to handle confidential information with discretion and integrity.

Comfortable using AI and modern productivity tools in day-to-day work.

Experience in startup/SME, investment, sustainability, professional services, public affairs, or ASEAN business is an advantage.

Demonstrated ability to work independently, solve unfamiliar problems, and bring assignments through to completion with limited supervision.

What we value:

The Person We Are Looking For:

We are looking for someone who does not simply wait for instructions, but understands the objective, organises the work, follows through, and brings matters requiring decisions back to the Founder.

The purpose of this role is to increase the Founder's capacity to focus on business development, project finance, strategic partnerships, and major decisions.

Career Development:

This role offers the opportunity to grow beyond traditional executive support. As the company develops, a high-performing individual may take increasing ownership of business operations, special projects and strategic initiatives, with the potential to develop into broader business or management responsibilities.