Executive Assistant & Office Operations Lead

Lumilens Inc.; Singapore; On-site; SGD 100,000 - 160,000; Full time

Job summary

Lumilens Inc. is seeking an Executive Assistant & Office Manager to support the Chief Executives and manage daily office operations. This role requires deep knowledge of company operations, policies, and highly confidential information handling.

Responsibilities include coordinating calendars, travel, presentations, meetings, and governance activities, while maintaining confidentiality and delivering professional, organized support across the leadership team.

Qualifications

• At least 8 years of experience in office management or senior executive assistant roles.
• High discretion, attention to detail, and accountability when handling confidential information.

Responsibilities

• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel, accommodation, and itineraries for Chief Executives.
• Prepare presentations, reports, meeting materials, and executive correspondence.
• Organize and coordinate leadership meetings, conference calls, and regional engagements.
• Take meeting minutes and track action items to ensure timely follow-up.
• Manage expense reporting and administrative support activities for Chief Executives.
• Maintain highly confidential information with professionalism and discretion.
• Coordinate events, workshops, leadership meetings, and team activities as required.
• Manage day-to-day office operations. Create a smooth, professional, and well-supported office environment where colleagues can focus on serving clients and collaborating effectively.
• Oversee kitchen and office supplies, meeting-room readiness, and shared spaces to support a productive working environment.
• Coordinate facilities and vendor services. Serve as the primary contact of office service providers. Coordinate maintenance, repairs, cleaning, and facility work orders, ensuring issues are addressed promptly.
• Coordinate office purchasing and expenses. Source quotations, arrange purchases, monitor office-related spending, and coordinate invoices and payment follow-ups with Finance and Procurement in line with company processes.
• Arrange hotel booking for internal colleagues and external guests.

Skills

Calendar management

Travel coordination

Presentations

Meeting minutes

Expense reporting

Confidentiality

Office operations

Vendor management

Job description

Lumilens Inc. is seeking an Executive Assistant & Office Manager to support the Chief Executives and manage daily office operations. This role requires deep knowledge of company operations, policies, and highly confidential information handling.

Responsibilities include coordinating calendars, travel, presentations, meetings, and governance activities, while maintaining confidentiality and delivering professional, organized support across the leadership team.