Administrative & Executive Assistant

Fuuraa Holding Group Pte Ltd; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

FUURAA HOLDING GROUP PTE. LTD. is seeking an Executive Assistant for the Founder’s Office and Business Operations in Singapore. This broad, evolving role supports the Founder, management team and multiple business areas beyond traditional secretarial duties.

You will manage calendars, meetings and travel, prepare documents, maintain records and handle confidential information with discretion in a fast-paced startup setting.

Qualifications

• Diploma or degree or equivalent qualification required.
• Strong written and spoken English; Mandarin a plus.
• Proactive, highly organised with excellent time management.

Responsibilities

• Provide day-to-day administrative and operational support to the Founder and management team.
• Manage calendars, meetings, appointments, reminders and schedules.
• Coordinate travel arrangements, accommodation, transport and itineraries.
• Prepare and format documents, reports and presentations.
• Draft, review and format emails and correspondence.
• Maintain filing systems and records; handle confidential information.
• Assist with onboarding, HR support and recruitment tasks as needed.
• Support cross-functional projects across departments and grants/corporate matters.
• Assist with office operations, communications with vendors and suppliers.
• Help gather information for management reports and supply chain related tasks.

Skills

Executive support

Calendar management

Travel coordination

Office administration

Email drafting

Document formatting

Research skills

HR support

Communication

Education

Diploma or degree

Tools

Microsoft Office

Google Workspace

AI tools

Job description

Executive Assistant – Founder’s Office & Business Operations

Company: FUURAA HOLDING GROUP PTE. LTD.
Location: Paya Lebar, Singapore
Employment Type: Full-time, on-site

About FUURAA

FUURAA is a Singapore-based AI technology startup developing an intelligent platform that helps individuals and businesses create content, manage workflows, complete tasks and access services through AI agents.

We are looking for a responsible, organised and adaptable Executive Assistant to support the Founder, management team and general business operations.

This is a broad and evolving startup position. It is not limited to traditional secretarial or administrative duties. The successful candidate will assist across different areas of the company according to operational priorities and business needs.

Key Responsibilities

1. Executive and Management Support

• Provide day-to-day administrative and operational support to the Founder and management team.

• Manage calendars, meetings, appointments, reminders and schedules.

• Organise meeting agendas, supporting documents and follow-up actions.

• Take meeting notes and maintain accurate records of decisions and assigned tasks.

• Monitor deadlines and remind relevant team members of outstanding matters.

• Coordinate travel arrangements, accommodation, transport and itineraries when required.

• Handle sensitive and confidential company or management information professionally.

• Assist with reasonable personal administrative matters that are directly related to the Founder’s work and business responsibilities.

2. Office Administration

• Support the daily operation and organisation of the company’s office.

• Communicate with building management, reception, service providers and office vendors.

• Coordinate office access, maintenance, deliveries, furniture, equipment and supplies.

• Purchase or arrange necessary office items within approved budgets.

• Maintain an organised filing system for physical and digital documents.

• Scan, print, copy, file and distribute documents when required.

• Receive visitors, deliveries and business correspondence.

• Assist with occasional errands, collections or deliveries connected to company operations.

3. Communication and Correspondence

• Draft, review and format emails, letters, reports and other business correspondence.

• Respond to routine enquiries under the direction of management.

• Communicate with clients, suppliers, consultants, business partners and government agencies.

• Make telephone calls, send follow-up messages and obtain information on behalf of the company.

• Coordinate meetings and communication between internal and external parties.

• Maintain professional and timely communication records.

4. Documents, Reports and Presentations

• Prepare and format Word documents, spreadsheets, presentations and PDF files.

• Assist with business proposals, company profiles, application forms and supporting documents.

• Proofread documents and check information for completeness, consistency and accuracy.

• Organise and update templates, contact lists, trackers and internal records.

• Help gather information and supporting materials for management reports.

• Assist in converting, combining, organising and sharing files in the required formats.

5. Research and Information Gathering

• Conduct online research on companies, products, services, markets, regulations, grants and other assigned topics.

• Contact relevant organisations to obtain information, quotations or clarification.

• Compare suppliers, products, prices and service options.

• Summarise research findings in a clear and organised format.

• Verify basic information and maintain proper records of sources.

• Learn unfamiliar topics and tools when required for an assigned project.

6. Finance and Record-Keeping Support

• Organise invoices, receipts, quotations, purchase orders and payment records.

• Maintain basic expense and payment trackers.

• Follow up on outstanding invoices, payments or supporting documents when instructed.

• Coordinate with accountants, corporate secretaries, banks and other professional service providers.

• Assist with the preparation and collection of documents needed for bookkeeping, audit or compliance matters.

• This position does not independently approve payments or make financial decisions unless specifically authorised.

7. Human Resources and Recruitment Support

• Assist with posting job advertisements and organising applications.

• Schedule interviews and communicate with candidates.

• Maintain candidate and employee records.

• Assist with onboarding documentation, orientation and workplace arrangements.

• Coordinate with payroll, CPF, insurance or HR service providers when required.

• Help maintain leave, attendance and personnel records.

• Support other routine employment administration under management’s direction.

8. Projects, Grants and Corporate Matters

• Assist with grant, membership, licence, banking and corporate applications.

• Gather required information and supporting documents.

• Complete routine sections of forms under management’s direction.

• Track application progress, deadlines and follow-up requirements.

• Coordinate with government agencies, consultants and professional advisers.

• Support fundraising preparation, investor documentation and business-development activities where required.

• Assist with special projects assigned by the Founder or management team.

9. Marketing and Digital Support

• Assist with basic website, social media and marketing administration.

• Upload, organise or update approved content and company information.

• Help prepare simple marketing materials, announcements and business communications.

• Coordinate with designers, developers, agencies or other external service providers.

• Use AI and productivity tools to support research, drafting, organisation and routine work.

• Review generated content for accuracy before it is submitted or published.

10. General Business and Operational Support

• Support different departments and team members during busy periods or important projects.

• Coordinate tasks between internal staff, contractors and external partners.

• Assist with testing company products, recording feedback and reporting operational issues.

• Help establish and improve internal administrative processes, checklists and trackers.

• Take ownership of assigned tasks and follow them through to completion.

• Identify problems, seek clarification when necessary and propose practical solutions.

• Perform other reasonable duties assigned by the Founder or management that are related to the employee’s capabilities and the company’s legitimate business needs.

Important Nature of the Role

FUURAA is a growing startup, and business priorities may change over time. Responsibilities may therefore be adjusted, expanded or reassigned according to the company’s operational requirements.

The list above is intended to describe the main areas of responsibility but is not exhaustive. The employee may be required to undertake other reasonable administrative, operational, project-based or business-support duties assigned by management, provided that they are lawful, safe and reasonably within the employee’s abilities.

Candidates should apply only if they are comfortable with a varied role, changing priorities and learning new responsibilities.

Requirements

• Diploma, degree or equivalent qualification; fresh graduates are welcome to apply.

• Good written and spoken English.

• Mandarin proficiency is an advantage when communicating with Mandarin-speaking stakeholders.

• Comfortable using Microsoft Office, Google Workspace and common online tools.

• Willing to learn and use AI tools such as ChatGPT.

• Strong organisational and time-management skills.

• Able to manage multiple assignments and changing priorities.

• Careful, accurate and attentive to detail.

• Able to communicate professionally with different stakeholders.

• Able to work independently while following management instructions.

• Willing to ask questions when instructions or expectations are unclear.

• Responsible for following up on assigned work and meeting deadlines.

• Discreet and capable of handling confidential information.

• Adaptable, resourceful and willing to support different areas of the business.

• Legally authorised to work in Singapore.

Preferred Attributes

• Previous administrative, executive-support or startup experience.

• Experience preparing business documents, spreadsheets or presentations.

• Familiarity with recruitment, office administration or basic bookkeeping support.

• Comfortable conducting research and contacting external organisations.

• Positive attitude toward unfamiliar assignments and new responsibilities.

What We Offer

• Direct exposure to the development and operation of an AI technology startup.

• Opportunities to learn about AI, business operations, partnerships, grants and company development.

• A varied position with opportunities to take on greater responsibility.

• Career growth based on performance, reliability and the company’s development.