Operations & Executive Assistant

Haven Art Therapy is Singapore's leading art psychotherapy clinic for emotionally dysregulated children. We help children who struggle with big emotions such as anxiety, anger, meltdowns or trauma responses through therapy designed around how they naturally express themselves. Using art, creativity and child-led techniques, we help kids feel safe, seen and heard — leading to therapy that's not only effective, but genuinely loved by children.

As we continue to grow, we are seeking a sharp, proactive and highly dependable Operations & Executive Assistant to support the day-to-day operations of the clinic while providing administrative and coordination support to the founders. This is a hybrid role ideal for someone who is organised, adaptable and enjoys both structured operational work and hands-on responsibilities. Part of the role may include supporting structured learning or tutoring for young children on selected days.

Key Responsibilities

• Support daily clinic operations to ensure smooth and consistent execution
• Ensure therapy rooms and shared spaces are reset, organised and ready between sessions
• Manage the WhatsApp Business line: enquiries, scheduling, rescheduling and client communication
• Coordinate therapists calendars and client appointments accurately and efficiently
• Handle cancellations, make-ups, waitlists and slot changes in line with clinic policies
• Issue invoices, track payments and prepare receipts
• Provide administrative and coordination support to the founders
• Assist with documentation, proposals and internal materials as needed
• Support structured tutoring or learning sessions for young children (1–2 days per week), including early literacy, numeracy and Mandarin language development
• Deliver clear, timely and professional communication with parents, therapists, educators and partners
• Assist with front-desk or on-site coordination when required
• Uphold confidentiality and contribute to a calm, high-trust and child-friendly clinic environment

What We're Looking For

• Structured & Reliable – Enjoys routines and clear processes
• Highly Organised – Strong attention to detail and coordination
• Client-Facing & Professional – Communicates with warmth and clarity
• Adaptable & Proactive – Comfortable handling both operational and ad-hoc responsibilities
• Good With Children – Patient, engaging and able to build rapport
• Emotionally Steady – Calm under pressure and in sensitive situations
• Tech-Savvy & Resourceful – Comfortable with digital tools and systems
• Discreet & Trustworthy – Handles information with care
• Willingness to work weekends
• Based in the East (Preferred)

Why Join Haven Art Therapy

• Work Closely With the Founders – Be part of both operations and behind-the-scenes execution
• Every Day Is Different – A dynamic role across clinic, admin and child support
• Competitive Salary – Attractive compensation for the right candidate
• Meaningful Work – Help scale a high-impact practice shaping mental wellness in Singapore