Executive Assistant

Role Summary
The Executive Assistant is responsible for providing high-quality, proactive administrative support to the C-suite, ensuring executives are well-supported in managing priorities, schedules, and key deliverables.
This role is predominantly administrative in nature, with approximately 90% of responsibilities focused on executive support and schedule coordination for senior Executives. The remaining 10% supports light office and facilities coordination to ensure a professional and welcoming workplace environment.
The position is suited for someone who is highly organised, detail-oriented, discreet, and dependable, with the ability to anticipate needs and operate with professionalism in a fast-paced environment.
Key Responsibilities
Executive & Administrative Support
Provide proactive administrative support to C-suite executives, including travel arrangements, complex scheduling and calendar coordination, and related tasks
Process and reconcile expense reports (e.g. corporate credit cards) accurately and in a timely manner
Prepare materials, reports, and meeting summaries as required
Handle confidential documents and information with professionalism and discretion
Support internal communication and engagement initiatives as required
Assist with company events, all hands, and workshops where executive coordination is needed
Provide ad hoc project support to the leadership team and broader organisation
Office Operations & Facilities
Welcome visitors to the office and ensure a professional front-of-house experience
Manage pantry supplies, consumables, and general office ordering
Liaise with cleaning crew and building management to ensure office upkeep and cleanliness
Support meeting room readiness and general office organisation
Coordinate onboarding logistics for new hires, including liaising with IT for equipment setup, seating arrangements, and access preparation
Skills & Experience
Required:
3+ years’ experience in executive support, office administration, or similar coordination roles, in a fast-paced or high-growth environment
Experience supporting senior leadership or executives
Proficiency in Microsoft Office 365, calendar management tools and collaboration platforms (e.g., Outlook, Office Suite, Slack)
Strong organisational and time management skills, with the ability to manage competing priorities
Excellent written and verbal communication skills in English
High degree of professionalism, discretion, and sound judgment in handling confidential matters
Key Competencies
Reliability & Accountability: Delivers tasks accurately, on time, and independently
Professional Discretion: Exercises sound judgment in handling sensitive information
Operational Efficiency: Keeps executive schedules and administrative processes running smoothly
Organisation & Attention to Detail: Maintains accuracy while managing multiple priorities
Adaptability: Thrives in a dynamic environment and adjusts to changing needs
Collaboration & Communication: Builds positive working relationships across teams
Success Metrics
Timely and accurate completion of executive administrative tasks (e.g., expenses, bookings)
Smooth calendar management and travel coordination for C-suite
Professional and well-maintained office environment
Seamless onboarding logistics coordination for new hires
Positive feedback from leadership and internal teams regarding responsiveness and reliability
Location & Reporting
Singapore
Reporting to the Chief of Staff
Employment Basis
Full-time
Diversity
At Firmus, we are committed to building a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds who are passionate about creating a more sustainable future through innovative engineering solutions.
Join us in our mission to revolutionize the AI industry through sustainable practices and cutting-edge engineering. Apply now to be part of shaping the future of sustainable AI infrastructure.