Executive Assistant at Firmus Technologies

, , Singapore -

Full Time

Start Date

Immediate

Expiry Date

07 Jun, 26

Salary

0.0

Posted On

09 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Schedule Coordination, Travel Arrangements, Expense Reports, Calendar Management, Confidentiality, Office Operations, Facilities Coordination, Microsoft Office 365, Time Management, Communication, Discretion, Organization, Attention To Detail, Adaptability, Collaboration

Industry

technology;Information and Internet

Description

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.

Responsibilities

The Executive Assistant provides high-quality, proactive administrative support to C-suite executives, focusing on managing priorities, schedules, and key deliverables, which constitutes about 90% of the role. The remaining 10% involves light office and facilities coordination to maintain a professional workplace environment.