Executive Assistant & Business Administration Manager

gentle giant ventures pte. ltd.; Singapore; Hybrid; SGD 40,000 - 70,000; Full time

Job summary

Gentle Giant Ventures is expanding and seeks an organised, proactive individual to support the management team across multiple ventures in Singapore. This hybrid and mobile role blends independent work with on-site and remote collaboration, ensuring coordination across F&B, hospitality, and lifestyle projects.

You will manage communications, calendars, invoices, HR tasks, and project timelines, taking ownership to prevent missed deadlines and ensuring smooth operations across the business

Qualifications

• 3–5 years of experience in executive assistance, business administration, or office management.
• Strong organisational, communication, and multitasking skills.
• Ability to work independently, anticipate needs, and manage multiple priorities.

Responsibilities

• Executive Support & Communications: Manage emails, calendars, appointments, and business correspondence; proactively follow up with internal teams, suppliers, and partners; prepare minutes and track action items; highlight matters needing management attention.
• Finance & Administration: Coordinate invoices, payment requests, expenses, and documentation; liaise with accountants and suppliers; maintain records of contracts and quotations; track payment schedules and deadlines.
• HR & People Coordination: Assist with recruitment, interview scheduling, onboarding; coordinate employee documentation and HR administration; follow up on outstanding people-related matters.
• Business & Project Support: Coordinate administrative matters across units; track project timelines and deliverables; support management with reports and presentations.

Skills

Organisational skills

Communication

Multitasking

Independent working

Prioritisation

Tools

Microsoft Office

Google Workspace

Productivity tools

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.