Executive Assistant

Bazul LLC; Singapore; On-site; SGD 60,000 - 110,000; Full time

Job summary

Bazul LLC seeks an organised Executive Assistant to provide high-level administrative and operational support to the Director and Chief Operating Officer. You will manage complex calendars, coordinate travel, draft materials and leverage AI tools to boost productivity while maintaining strict confidentiality.

The role requires judgment, discretion and strong communication across teams in a fast-paced professional services environment.

Qualifications

• Diploma or degree in Business Administration, Law or related field, or equivalent experience.
• Legal secretarial certification or prior experience in a legal environment is an advantage.
• Training in Microsoft 365, automation, generative AI or digital productivity tools is an advantage.

Responsibilities

• Own complex calendars for the Director and COO, prioritising meetings and ensuring briefing materials.
• Track deadlines and actions, and coordinate with internal and external stakeholders.
• Coordinate business travel end to end, including itineraries and visa requirements.
• Draft, edit and format correspondence, agendas and presentations to a high standard.
• Use AI tools to accelerate research, summarise information and draft materials with careful human review.

Skills

Executive support

Calendar management

Stakeholder management

Discretion

AI productivity tools

Prompt writing

Communication

Education

Business Administration or Law degree

Legal secretarial certification

Tools

Microsoft 365

Job description

Executive Assistant to Director and Chief Operating Officer

Bazul LLC is seeking a highly organised, proactive and technology-confident Executive Assistant to provide high-level administrative and operational support to the Director and Chief Operating Officer (COO). The ideal candidate combines excellent judgement, discretion and attention to detail with a practical ability to use AI and digital tools to improve productivity, prepare high-quality work and streamline routine processes. This role suits someone who anticipates needs, follows through reliably and remains composed in a fast-paced professional-services environment.

Key responsibilities include:

Executive and Operational Support

• Own complex calendars for the Director and COO, prioritising meetings, resolving conflicts and ensuring they are fully briefed and prepared.
• Track deadlines, decisions and action items; send timely reminders and follow through with internal and external stakeholders.
• Coordinate business travel end to end, including itineraries, bookings, visa or insurance requirements and contingency planning.
• Manage the Director’s personal related administrative matters as required and with utmost discretion and sensitivity.
• Draft, edit and format correspondence, agendas, meeting briefs, presentations and other executive materials to a consistently high standard.
• Use approved AI tools to accelerate research, summarise non-confidential information, prepare first drafts, organise meeting notes and identify follow-up actions, with careful human review for accuracy, tone and context.
• Identify opportunities to improve administrative workflows through templates, automation and AI-assisted processes, while complying with the firm’s confidentiality, data-protection and information-security requirements.
• Record billable time accurately in the file management system and prepare reimbursement claims and payment vouchers.
• Monitor the Director’s CPD requirements and coordinate suitable speaking, moderating and attendance opportunities.
• Handle sensitive information with sound judgement and undertake other executive-support tasks as required.

What Success Looks Like

• The Director and COO are consistently well prepared, with priorities, briefing materials and follow-up actions managed before they become urgent.
• Administrative work is accurate, timely and professionally presented, with clear ownership of deadlines and minimal need for follow-up.
• Approved AI and automation tools are used thoughtfully to reduce repetitive work and improve quality, without compromising confidentiality, accuracy or professional judgement.

What You Bring

• Preferably law-trained candidates who can follow high-level legal discussions and are confident in delivering strong results.
• Advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel and Teams, with confidence learning new systems quickly.
• Practical experience using generative AI or productivity assistants to draft, summarise, research, organise information or automate routine work.
• Strong prompt-writing, fact-checking and editing skills, with the judgement to recognise inaccurate output, protect confidential information and escalation uncertainty.
• Excellent written and verbal communication, stakeholder management and interpersonal skills across teams and seniority levels.
• Highly organised, resourceful and detail-oriented, with the ability to anticipate needs, manage competing priorities and deliver with minimal supervision.
• Impeccable integrity and an exceptional level of discretion. The successful candidate must be trusted to maintain strict confidentiality regarding all personal and business matters, both during and after employment.

Qualifications

• Diploma or degree in Business Administration, Law or a related field, or equivalent relevant experience.
• Legal secretarial certification or prior experience in a legal environment is an advantage.
• Relevant training or certification in Microsoft 365, automation, generative AI or digital productivity tools is an advantage; demonstrable hands‑on capability is valued more than certification alone.