Operations & Executive Assistant

Company Overview

Green Theory Labs Pte. Ltd. is a growing company seeking to streamline operations and support its leadership team through effective administrative and operational assistance.

Job Summary

You will provide organised, dependable, and proactive administrative and operational support to the Director and team, ensuring smooth scheduling, documentation, coordination, and office management.

Responsibilities

• Schedule and manage meetings, appointments, and calendar reminders for the Director and team to ensure timely engagement.
• Coordinate meetings with external partners and service providers to facilitate effective communication and collaboration.
• Track and follow up on administrative deadlines and outstanding tasks to maintain operational efficiency.
• Organise, scan, file, and maintain both digital and physical company documents and records for easy retrieval and compliance.
• Prepare routine correspondence, documents, and administrative materials to support business communications.
• Arrange business travel bookings and itineraries to support the Director’s travel needs.
• Provide day-to-day administrative support to the Director and wider team to ensure smooth office operations.
• Coordinate courier services, deliveries, and collections to manage the flow of business parcels and samples.
• Pack and arrange shipment of product samples, documents, and business parcels as required to support business activities.
• Liaise with vendors and service providers on routine administrative matters to maintain service quality and relationships.
• Maintain and update simple administrative and operational trackers to monitor ongoing tasks and inventory.
• Assist with office supplies management and inventory coordination to ensure availability of necessary materials.
• Support the collection and organisation of documentation required by lawyers, accountants, corporate secretaries, and other professional service providers to facilitate compliance and reporting.
• Assist with general office administration and ad-hoc operational tasks as needed to support the team’s daily functions.

Preferred competencies and qualifications

• Diploma or degree in Business Administration, Management, or related discipline preferred.
• Previous experience in administration, executive assistance, office support, or operations is advantageous but not mandatory.
• Proficient in Microsoft Office and/or Google Workspace applications.
• Comfortable learning and adapting to new digital tools and systems.