Admin Executive (Assistant to Managing Director)

TECHZU ICHICODE PTE. LTD.; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

Techzu is seeking an organized and proactive administrator to support the Managing Director in Singapore. You’ll manage the MD’s calendar, inbox and travel, handle basic bookkeeping and HR paperwork, and keep confidential records organized.

This hands-on role involves exposure to leadership and requires initiative, accuracy and discretion. We provide full training and welcome someone who is comfortable with AI tools like ChatGPT and Microsoft Office or Google Workspace, with a can-do attitude

Qualifications

• Clear, professional English—written and spoken.
• Organised and detail-oriented.
• Resourceful with a can-do attitude.
• Discreet with confidential information.
• Adaptable when priorities change.
• Quick to learn new tools, including AI like ChatGPT.
• Reliable and proactive in following through.
• Proficient with Microsoft Office or Google Workspace.

Responsibilities

• Manage MD's calendar, meetings and inbox, including travel arrangements and materials.
• Take notes, track action items and compile task lists for MD.
• Send reminders and flag potential delays early.
• Check in with teams for status updates and summarize for MD.
• Handle ad-hoc tasks and projects for the MD.
• Process invoices and expense claims; basic bookkeeping data entry.
• Prepare accounts payable for MD approval.
• Prepare HR paperwork: offer letters and employee records.
• Draft internal or client reports and documents.
• Keep confidential documents filed and easily retrievable.
• Monitor office supplies and keep pantry stocked.
• Keep office space organized for meetings and events.

Skills

Organisational skills

Attention to detail

English communication

Discretion

Initiative

AI tools familiarity

Office suite proficiency

Tools

Microsoft Office

Google Workspace

ChatGPT

Job description

The role in brief

You’ll work directly with Techzu’s Managing Director, keeping his calendar, inbox and follow-ups running smoothly so he can focus on clients and the business. You’ll also handle everyday finance and HR paperwork. We provide full training, so you don’t need an accounting or HR background. We’re looking for care, accuracy and follow-through.

We’re looking for someone who takes initiative and finds solutions rather than waiting to be told how.

This is a hands-on role with close exposure to leadership, not a back-office position.

About Techzu

Techzu is a Singapore software company founded in 2020. Our team of 50+ has built custom software, AI solutions and automation tools for 120+ SME clients. You’ll get a front-row view of how a growing tech company runs, from client relationships to day-to-day operations.

What you’ll do

Support the Managing Director

• Manage the calendar, meetings and inbox, including travel arrangements and meeting materials
• Take notes, track action items and keep a running list of tasks the MD has assigned
• Send reminders as deadlines approach and flag early if something might slip
• Check in with teams for status updates and compile short summaries for the MD’s review
• Take on other ad-hoc tasks and projects assigned by the MD

Paperwork and records

• Process invoices and expense claims, and do basic bookkeeping data entry
• Prepare accounts payable for the MD’s approval
• Prepare HR paperwork: offer letters, employee records and interview scheduling
• Draft reports and documents for internal or client use
• Keep confidential documents and company records properly filed and easy to find

Keep the office running

• Monitor office and pantry supplies and flag anything running low
• Keep the space organised and ready for meetings and events

You’ll thrive here if you

• Write and speak clear, professional English (Chinese is a bonus, not required)
• Are organised and detail-oriented
• Are resourceful and enjoy figuring things out on your own, whether that’s a new tool, a tricky booking or a problem nobody has solved before, and know when to check in before acting on sensitive matters
• Stay calm and steady when priorities shift
• Can be trusted with confidential information, including HR and finance records
• Pick up new tools quickly and enjoy using AI tools like ChatGPT to work smarter
• Follow through without being chased
• Are flexible and happy to help wherever the business needs you
• Are comfortable with Microsoft Office or Google Workspace

Prior admin or operations experience is welcome but not required. We train for the right attitude.

What success looks like

After your first 90 days, the MD’s week runs smoothly, nothing important gets missed, and people across the business know they can count on you.

Where you can grow

As you build trust, you can move into project coordination on client implementations or business reporting, depending on your interests and how the business evolves.