Company Description
kuubiik is a global consulting company based in Singapore with operations in over 150 countries. Specializing in outsourcing and project-based solutions for all business functions, kuubiik's team comprises professionals from various regions including Asia, Europe, and the Americas. Renowned brands like Google, TikTok, and HP have entrusted their services to kuubiik.
Job Title: Executive Assistant
Client location: Singapore
Timezone: SGT
About the role
One of our clients is looking for a highly experienced and resourceful Executive Administrative & Operations Coordinator to provide top-tier support in a fast-paced, high-impact environment. This role is best suited for someone who is proactive, highly efficient, and adaptable—able to anticipate needs, solve problems before they arise, and take full ownership of administrative operations.
Key Responsibilities
Administrative & Executive Support
- Manage complex schedules and coordinate meetings across multiple time zones, ensuring seamless communication between leadership, clients, and talent.
- Handle Outlook calendar management, email correspondence, and day-to-day administrative tasks with precision.
- Provide light personal assistance to leadership, including overseeing investment property management and other ad hoc tasks.
Client & Talent Coordination
- Act as the primary point of contact for candidates, clients, and stakeholders, ensuring clear and timely communication.
- Schedule interviews and follow-ups between consultants and talent, maintaining a smooth recruitment and onboarding process.
Podcast & Marketing Support
- Liaise with the marketing and communications team to support podcast-related operations and scheduling.
Technology & Process Optimization
- Leverage AI tools like ChatGPT and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) for efficiency
- Continuously refine administrative processes to improve productivity and free up leadership time within 2-3 months.
Decision-making & Confidentiality
- Operate with direct decision-making authority in administrative and coordination matters.
- Over time, take on confidential HR and financial data handling, ensuring discretion and compliance.
- Work closely with internal teams, vendors, and external stakeholders to ensure seamless business operations.
Must-have Qualifications:
- 4-5+ years of senior-level experience in an executive support, operations, or administrative role.
- International exposure, preferably with experience supporting US, UK, or Australian clients.
- Highly efficient and proactive—always thinking ahead, anticipating needs, and solving problems before they arise.
- Strong decision-making ability with a logical and structured approach to problem-solving.
- Exceptional organizational skills—able to juggle multiple priorities while maintaining attention to detail.
- Tech-savvy and adaptable, with proficiency in Microsoft Office and familiarity with AI tools like ChatGPT.
- Excellent communication and soft skills, including emotional intelligence, adaptability, and discretion.
- Loyal and committed to long-term growth within an organization.
- Startup experience is a strong plus—must be comfortable in a fast-evolving, dynamic environment.
Company Description
kuubiik is a global consulting company based in Singapore with operations in over 150 countries. Specializing in outsourcing and project-based solutions for all business functions, kuubiik's team comprises professionals from various regions including Asia, Europe, and the Americas. Renowned brands like Google, TikTok, and HP have entrusted their services to kuubiik.
Job Title: Executive Assistant
Client location: Singapore
Timezone: SGT
About the role
One of our clients is looking for a highly experienced and resourceful Executive Administrative & Operations Coordinator to provide top-tier support in a fast-paced, high-impact environment. This role is best suited for someone who is proactive, highly efficient, and adaptable—able to anticipate needs, solve problems before they arise, and take full ownership of administrative operations.
Key Responsibilities
Administrative & Executive Support
- Manage complex schedules and coordinate meetings across multiple time zones, ensuring seamless communication between leadership, clients, and talent.
- Handle Outlook calendar management, email correspondence, and day-to-day administrative tasks with precision.
- Provide light personal assistance to leadership, including overseeing investment property management and other ad hoc tasks.
Client & Talent Coordination
- Act as the primary point of contact for candidates, clients, and stakeholders, ensuring clear and timely communication.
- Schedule interviews and follow-ups between consultants and talent, maintaining a smooth recruitment and onboarding process.
Podcast & Marketing Support
- Liaise with the marketing and communications team to support podcast-related operations and scheduling.
Technology & Process Optimization
- Leverage AI tools like ChatGPT and Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) for efficiency
- Continuously refine administrative processes to improve productivity and free up leadership time within 2-3 months.
Decision-making & Confidentiality
- Operate with direct decision-making authority in administrative and coordination matters.
- Over time, take on confidential HR and financial data handling, ensuring discretion and compliance.
- Work closely with internal teams, vendors, and external stakeholders to ensure seamless business operations.
Must-have Qualifications:
- 4-5+ years of senior-level experience in an executive support, operations, or administrative role.
- International exposure, preferably with experience supporting US, UK, or Australian clients.
- Highly efficient and proactive—always thinking ahead, anticipating needs, and solving problems before they arise.
- Strong decision-making ability with a logical and structured approach to problem-solving.
- Exceptional organizational skills—able to juggle multiple priorities while maintaining attention to detail.
- Tech-savvy and adaptable, with proficiency in Microsoft Office and familiarity with AI tools like ChatGPT.
- Excellent communication and soft skills, including emotional intelligence, adaptability, and discretion.
- Loyal and committed to long-term growth within an organization.
- Startup experience is a strong plus—must be comfortable in a fast-evolving, dynamic environment.