Executive Assistant - Business Operations & HR Coordination

FOOD-INC PTE. LTD.; Singapore; On-site; SGD 55,000 - 85,000; Full time

Job summary

Food Inc PTE. LTD., a Singapore-based hospitality group spanning fine dining, institutional catering, culinary education and consulting, is seeking an Executive Assistant to support the COO and the C-Suite.

You will draft correspondence, prepare concise reports and coordinate cross‑functional projects across our portfolio of companies. The role demands meticulous attention to detail, strong writing and communications skills, and the ability to work independently with sound judgment while

Qualifications

• Experience in executive support, business operations or a similar role.
• Excellent attention to detail with the ability to spot inconsistencies in written and numeric information.
• Strong written English and the ability to produce clear, professional documents.
• Proficiency with Microsoft Office or Google Workspace and basic HR/admin tasks.

Responsibilities

• Review client-facing documents, invoices, reports and presentations for accuracy and professional presentation.
• Draft, edit and proofread emails and internal communications.
• Coordinate small internal projects from brief to completion and maintain progress updates.
• Track outstanding matters, follow up with stakeholders and flag delays early.
• Assist with onboarding, employee documentation and HR administration.
• Capture meeting decisions and translate them into clear actions with owners and deadlines.

Skills

Attention to detail

Writing skills

Independent work

Sound judgment

Follow-through

Time management

Communication

MS Office

Google Workspace

Video meetings

Project coordination

Tools

Microsoft Office

Google Workspace

Video meetings

Shared task-tracking tools

Job description

About the role

Food Inc is a Singapore-based and operated hospitality group spanning fine dining, institutional & corporate catering, culinary education and consultancy. Our portfolio includes Saint Pierre and Shoukouwa restaurants, each awarded two Michelin stars, alongside Mycelium Catering, Star-Chef Academy and Taste Atelier, the group's consulting arm. Our work also encompasses overseas projects and expansion. This role supports our Corporate operations across our diverse businesses and reports directly to the COO.

We are looking for a resourceful, organised Executive Assistant with excellent attention to detail, strong writing skills, the ability to work independently with sound judgment and who follows through on commitments.

Working closely with the C-Suite, you will draft correspondence and reports, coordinate small projects, track outstanding actions and support day-to-day HR and simple recruitment activities across our group of companies.

A key responsibility is ensuring that documents and communications are accurate, consistent and professionally presented before they reach clients or the COO. You will spot errors, make appropriate corrections and work with colleagues to resolve outstanding issues-taking ownership through to completion.

This role will suit someone who enjoys variety, takes ownership and can turn a brief discussion or a set of rough notes into clear work and practical next steps. and who follows through without repeated reminders. Business support, communication and project execution are central to the position.

What you will do

Quality checks and independent problem-solving

• Review client-facing documents, invoices, reports, presentations and correspondence for accuracy, completeness and professional presentation.
• Catch errors before work is sent out, make straightforward corrections and verify financial or substantive changes with the responsible colleague.
• Resolve routine issues independently, involving the COO only when a decision, approval or significant exception requires their attention.
• Identify recurring mistakes and introduce simple templates, checklists or processes to prevent them happening again.

Executive support and communication

• Draft, edit and proofread emails, letters, internal communications and other business documents.
• Prepare concise reports, summaries and presentations using information provided or gathered from relevant colleagues.
• Capture meeting decisions and translate them into clear actions, owners and deadlines.
• Track outstanding matters, follow up with the people involved and flag delays or issues early.
• Handle sensitive business and employee information with discretion.

Small projects and business coordination

• Coordinate small internal projects from initial brief through to completion.
• Maintain practical project plans, action lists and progress updates.
• Liaise with colleagues, suppliers and other stakeholders to keep work moving.
• Support company meetings, on-site activities and events.
• Identify gaps in routine processes and implement agreed improvements.

HR and recruitment support

• Respond professionally and promptly to candidates.
• Review applications against agreed role requirements and prepare initial interview shortlists with clear reasons.
• Coordinate interviews and maintain accurate candidate records.
• Assist with onboarding, employee documentation and general HR administration.
• Refer sensitive or complex HR matters to the COO.

What we are looking for

Relevant experience in executive support, business operations, project coordination, HR administration or a similar role. Excellent attention to detail, with the ability to spot inconsistencies and errors in written, numerical and visual information, you check that work has been completed and issues have been resolved. Excellent organisation and consistent follow-through across several priorities. Strong written English and the ability to produce clear, accurate and professionally presented documents. Initiative and sound judgment: you can make progress independently, resolve everyday problems, ask focused questions, complete tasks without close supervision and recognise when to escape. Confidence working across teams and following up tactfully but firmly with colleagues at different levels. Strong proficiency in Microsoft Office or Google Workspace, video meetings and shared task-tracking tools. Professionalism, discretion and the ability to manage several priorities reliably. Experience supporting a founder, business owner or C-Suite manager would be useful. We welcome candidates with different job titles whose experience demonstrates these capabilities.