Job Description

Executive Assistant to C-Suite Founder & Retreat Director — Job Description

About the Company

We are a newly formed holistic wellness company in Singapore, integrating scientifically backed wellness programs, bespoke transformational retreats, and fine art curations for high-net-worth (HNW) executives, leaders, and collectors. Dedicated to five-star hospitality standards, we deliver world-class experiences—from exclusive, nature-immersive wellness retreats (10–20 guests per retreat at luxury hotels in Singapore) to fine art acquisitions—helping our clientele optimize their performance, surroundings, and overall quality of life.

Position Summary

We are seeking a versatile, highly structured Executive Assistant & Retreat Director with a passion for delivering exceptional, white-glove service to support our C-Suite Founder. In this expanded role, your primary focus will be serving as the operational spine of the business—driving C-suite priorities, and leading seamless, end-to-end logistical planning and execution for our exclusive retreats. A minor, supporting component of your role will involve coordinating fine art gallery inquiries and fulfillment.

You will represent our brand to HNW guests, five-star luxury hotel partners, international wellness speakers, specialized nature guides, and fine art buyers. The ideal candidate pairs high-level executive assistant capabilities with deep luxury hospitality experience, end-to-end event production mastery, meticulous logistical planning, and financial oversight skills.

Work Arrangement & Schedule

Location Structure: 60% Work From Home (Remote) during planning weeks / 40% On-Site in Singapore (Full-time presence during live retreat execution weeks & key operational days).
Retreat Cadence: One 7-day live retreat per month at a 5-star luxury hotel in Singapore requiring full on-site availability and extended operational hours.

Compensation & Benefits

Total Proposed Compensation: $130,000 - $150,000 per annum; commensurate with experience, plus performance-based retreat bonus of up to 30% of compensation.

Key Responsibilities

1. Retreat End-to-End Logistical Planning & Execution (Primary Focus 50%)

End-to-End Lifecycle Management: Direct comprehensive, end-to-end logistical planning for monthly retreats—from initial site selection, run-of-show development, and vendor negotiation to post-event breakdown and debriefs.
Luxury Partner Liaison: Act as the primary operational contact for 5-star hotel partners, Michelin-level culinary teams, international speakers, specialized wellness facilitators, and nature guides to guarantee flawless service alignment.
Bespoke VIP Concierge Services: Lead personalized onboarding for HNW guests (10–20 guests per monthly retreat), managing preference mapping (dietary, wellness, accommodation, private transit), custom itinerary creation, and high-touch guest relations.
Live On-Site Execution: Drive live, hands-on, on-site event management during the monthly 7-day retreat program in Singapore, maintaining an imperceptible operational footprint while resolving guest requests and real-time contingencies instantly.

2. Executive Support & Calendar Management (25%)

Strategic Calendar Oversight: Manage the Founder's executive calendar, proactively prioritizing high-stakes meetings, deep-work windows, and competing operational demands.
Executive Communications: Filter and draft executive correspondence on behalf of the Founder with speed, discretion, and tone accuracy suited for ultra-high-net-worth stakeholders.
Bespoke Travel Coordination: Design, book, and manage international travel itineraries, private transfers, and luxury accommodation for the Founder and VIP guest speakers.
Executive Briefings: Prepare comprehensive briefing packages, meeting agendas, and background briefs prior to high-level client engagements and strategic negotiations.

3. Financial Administration & Expense Oversight (15%)

Invoicing & Accounts Liaison: Collaborate directly with the finance/accounts team to facilitate, issue, and track invoices for retreat bookings, art sales, and consulting retainers.
Payment Tracking: Coordinate with the accounting team to monitor accounts receivable/payable schedules, track guest installment payments, and discreetly manage outstanding balances.
Vendor & Expense Management: Review luxury vendor proposals (hotels, speakers, guides, fine art framers), work with accounting to process payments, and reconcile operational receipts against project budgets.

4. Art Gallery & Fine Art Coordination (Supporting Focus 10%)

Inquiry Management: Filter and route basic incoming art gallery inquiries, directing high-value sales opportunities to the Founder while managing catalog distribution.
Fulfillment Coordination: Oversee ad-hoc orders with fine art printers and framers, managing white-glove packaging, transit insurance, and international delivery logistics for completed acquisitions.

Required Qualifications & Skills

High-Touch Experience: 10+ years of experience as an Executive Assistant, Operations Manager, Retreat Director, or Senior Event Director within Luxury Hospitality (5-star hotels/resorts), Private Family Offices, or Luxury Lifestyle Services supporting C-Suite executives or HNW clientele.
Event Production Mastery: Proven track record in end-to-end retreat or luxury event production, detailed run-of-show orchestration, vendor negotiation, and VIP guest management.
Service Excellence: An innate drive to deliver anticipatory, world-class five-star service.
Financial Oversight: Experience collaborating with accounting teams on invoice tracking, billing workflows, and event budget reconciliation.
Communication & Discretion: Exceptional written and verbal communication skills with strict adherence to confidentiality, privacy, and HNW etiquette.
Tech & AI Proficiency: Advanced proficiency in Google Workspace, MS Excel/Sheets, and practical application of AI tools to streamline operational workflows.
Schedule Flexibility: Willingness to maintain a flexible schedule, including extended hours and on-site commitment during live 7-day retreat programs.

Preferred Attributes

Background in five-star hotel guest relations, luxury lifestyle management, or high-end wellness/longevity retreat operations

How to Apply

Please submit your resume along with a cover letter detailing your background in C-suite support, end-to-end luxury retreat production, financial administration, and white-glove HNW guest management.