Job Description

About the client

Our client is a regional industrial AI deployment company, powering critical intelligence for Asia's key GDP contributing sectors - Manufacturing, Energy, Maritime, Aerospace and other industrial verticals. Founded by technical leaders from global Big Tech companies, they currently serve publicly-listed industrial companies.

Position Overview

They are seeking a highly organized, proactive Executive Assistant to support both the CEO and CTO in managing daily operations, strategic priorities, and cross-functional coordination.

This role requires strong communication skills, attention to detail, and the ability to operate in a fast-paced startup environment. The ideal candidate is structured, tech-savvy, and comfortable working across business and technical teams.

Key Responsibilities

This role goes beyond merely administrative coordination. Done well, this would be an intellectual extension of the executive leadership of the company as a supercharger for the ambitions of the company.

Executive Support

Manage calendars, scheduling, and meeting coordination for CEO and CTO across multiple time zones.
Prioritize appointments and ensure alignment with business and product priorities.
Prepare meeting agendas, presentations, and briefing materials.
Track action items and follow up with internal teams.

Communication & Coordination

Act as a coordination bridge between leadership and internal teams (Engineering, Operations, Sales)
Draft and manage internal and external communications when required.
Support stakeholder and investor meeting logistics.

Operations & Documentations

Organize executive documents, reports and confidential materials.
Maintain structures of digital filing systems in Lark.
Assist in preparing business reports, decks and summaries.

Travel & Management

Coordinate travel arrangements, accommodations, and itineraries.
Support planning for leadership offsites, client meetings, and company events.

Project & Task Management

Assist with tracking strategic initiatives and cross-functional projects.
Monitor deadlines and ensure timely execution of leadership priorities
Support ad-hoc operational or product-related coordination tasks.

Required Qualifications

3-7 years of experience as an Executive Assistant or in an Operations/Coordination role supporting senior leadership
Proven experience managing complex calendars and scheduling across multiple time zones
Strong written and verbal communication skills, with the ability to draft professional correspondence independently
Experience coordinating travel logistics including flights, accommodations, and detailed itineraries.
Demonstrated ability to organize and maintain confidential documents and digital filing systems
Strong attention to detail with consistent follow-through on action items and deadlines
Ability to work independently in a fast-paced, startup environment with shifting priorities.
High level of discretion and integrity when handling sensitive information

Desired Skills

Experience supporting both a business and technical executive (e.g., CEO and CTO simultaneously)
Basic understanding of engineering or product workflows.
Experience supporting investor or board-level stakeholder meetings.
Exposure to cross-functional coordination across Engineering, Product, Sales, or Operations teams.
Experience working across regional or global teams in different time zones.
Background in technology startup or high-growth company
Multilingual communication skills (advantage for regional/global teams)