Executive Assistant & Business Administration Manager

Gentle Giant Ventures; Singapore; Hybrid; SGD 50,000 - 70,000; Full time

Benefits offered by this job

Hybrid work model

Hybrid and mobile role across sites

Job summary

Gentle Giant Ventures in Singapore seeks an organised Executive Assistant to support the management team across multiple ventures. This is not a typical EA role — you will own tasks, anticipate needs, and ensure nothing slips through the cracks.

You will coordinate emails, calendars, invoices, HR admin, and project support, with hybrid, mobile arrangements across Singapore. Independence, discretion, and professionalism are essential.

Qualifications

• 3–5 years of experience in executive assistance or office management.

Responsibilities

• Manage emails, calendars, appointments and business correspondence.
• Coordinate meetings, prepare minutes, and track action items.
• Coordinate invoices, expenses, and financial documentation.
• Assist with recruitment, onboarding, and HR administration.
• Support across multiple business units with reports and presentations.

Skills

Executive support

Calendar management

Communication

Multitasking

Discretion

Organizational skills

Tools

Microsoft Office

Google Workspace

Job description

Gentle Giant Ventures is a growing business development and management company with interests across F&B, hospitality, and lifestyle ventures.

We're looking for a highly organised, resourceful, and proactive individual to work closely with our management team and support the coordination of multiple businesses and projects.

This isn't your typical Executive Assistant role.

We're looking for someone who takes ownership, anticipates what needs to be done, follows through independently, and makes sure nothing falls through the cracks.

What You'll Be Doing

Executive Support & Communications

• Manage emails, calendars, appointments, and business correspondence.

• Proactively follow up with internal teams, suppliers, and business partners.

• Coordinate meetings, prepare minutes, and track outstanding action items.

• Prioritise communications and highlight matters requiring management attention.

Finance & Administration

• Coordinate invoices, payment requests, expenses, and financial documentation.

• Liaise with accountants, suppliers, and internal stakeholders.

• Maintain organised records of contracts, quotations, and business documents.

• Track payment schedules, renewals, and administrative deadlines.

HR & People Coordination

• Assist with recruitment, interview scheduling, and onboarding.

• Coordinate employee documentation, leave records, and HR administration.

• Follow up with managers on outstanding people-related matters.

Business & Project Support

• Coordinate administrative matters across multiple business units.

• Track project timelines, deliverables, and outstanding tasks.

• Support management with reports, presentations, and business documentation.

Who We're Looking For

• Preferably 3–5 years of experience in executive assistance, business administration, or office management.

• Strong organisational, communication, and multitasking skills.

• Comfortable working independently without constant supervision.

• Resourceful, detail-oriented, and solutions-driven.

• Able to manage multiple priorities in a fast-paced environment.

• Proficient in Microsoft Office, Google Workspace, and productivity tools.

• Experience in F&B, hospitality, or an entrepreneurial SME environment is an advantage.

• High level of professionalism, discretion, and confidentiality.

Working Arrangement

We operate across multiple business locations without a fixed central office.

This is a hybrid and mobile role, combining independent remote work with scheduled meetings and site visits across Singapore.

You'll work closely with business leadership, with the autonomy to organise your work and manage responsibilities effectively.

What Matters Most to Us

We're not looking for someone who simply waits for instructions.

We're looking for someone who sees what needs to be done, takes initiative, follows through, and gets things moving.

Someone who can bring structure to a dynamic environment and grow alongside the business.