Executive Assistant / Office Manager

kuubiik; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

Direct exposure to Founder and COO

High autonomy

Career progression opportunities

Job summary

Kuubiik, a Singapore-based FinTech, is seeking an organized Executive Assistant / Office Manager to support the Founder and COO. The role is fully on-site, with Monday–Friday hours, and offers direct exposure to senior leadership.

You will manage calendars, coordinate meetings, oversee office operations, payroll coordination, and HR processes, while maintaining confidentiality. This fast-growing startup offers autonomy and clear opportunities for progression into broader operations.

Qualifications

• 3–5 years of relevant experience in executive assistance, office management or similar.
• Strong organisational and time-management skills.
• Excellent discretion and confidentiality.
• Knowledge of MOM employment pass processes.
• Experience with MS Office 365 and digital admin tools.
• Experience in startups or fast-paced environments is a plus.

Responsibilities

• Provide day-to-day executive assistance to the Founder and COO.
• Manage calendars, meetings, scheduling, correspondence and administrative priorities.
• Coordinate internal and external meetings, appointments and business arrangements.
• Oversee daily office operations and vendor coordination.
• Support payroll coordination and HR admin.
• Assist with MOM employment pass applications and renewals.
• Maintain employee records and onboarding processes.

Skills

Executive support

Office management

Payroll coordination

HR administration

MOM employment pass

Discretion & confidentiality

Multitasking

Communication skills

MS Office 365

Xero

Tools

Xero

MS Office 365

Job description

Job Title: Executive Assistant / Office Manager

Working Days/Hours: Monday–Friday, approximately 9:00 AM–5:00 PM (flexibility may be required)

Contract Type: Full-Time, Permanent

Monthly Salary: Competitive, commensurate with experience

Work Arrangement: Fully On-Site

Industry: FinTech / Technology

Job Overview

Our company is representing a growing Singapore-based financial technology company developing next-generation solutions at the intersection of artificial intelligence, technology and quantitative finance.

We are seeking a highly organised, proactive and discreet Executive Assistant / Office Manager to support the Founder and Chief Operating Officer while overseeing essential office administration and operational activities.

This is an opportunity to join a fast-growing business at an early stage, work directly with senior leadership and take ownership of meaningful responsibilities. As the company expands, the role offers potential progression into broader operations or leadership positions.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day executive assistance to the Founder and COO.
• Manage calendars, meetings, scheduling, correspondence and administrative priorities.
• Coordinate internal and external meetings, appointments and business arrangements.
• Handle sensitive information with professionalism and strict confidentiality.
• Anticipate leadership needs and proactively resolve administrative matters.

Office Management & Operations

• Oversee daily office operations to ensure a well-organised and efficient working environment.
• Coordinate with vendors, suppliers, service providers and other external stakeholders.
• Manage office-related administrative processes, documentation and records.
• Support the implementation and improvement of internal administrative procedures.
• Take ownership of operational tasks with minimal supervision.

HR & Payroll Administration

• Assist with payroll coordination and employee-related administration.
• Support employment pass applications, renewals and related matters involving Singapore's Ministry of Manpower (MOM).
• Maintain accurate employee documentation and administrative records.
• Assist with onboarding and other HR-related processes as required.
• Liaise with external payroll, accounting and professional service providers.

Requirements

• Approximately 3–5 years of relevant experience in executive assistance, office management, administration or a similar role.
• Good understanding of Singapore HR administration and MOM employment pass processes.
• Strong organisational, multitasking and time-management skills.
• High level of discretion, maturity, professionalism and confidentiality.
• Proactive, resourceful and comfortable working independently.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office / Microsoft 365 and familiarity with digital administrative tools.
• Experience with Xero or similar accounting software is advantageous.
• Previous experience in a startup, growing SME or fast-paced business environment is advantageous.
• Comfortable working directly with senior leadership and adapting to changing priorities.

What We Offer

• Competitive salary based on experience.
• Direct exposure to the Founder and COO.
• High autonomy and ownership over day-to-day responsibilities.
• Opportunity to help shape administrative and operational processes from the ground up.
• Potential career progression into Operations Manager, Chief of Staff or broader leadership responsibilities.