Executive Assistant / Office Manager

About the role

Kuubiik Pte Ltd represents a growing Singapore-based financial technology company at the intersection of AI, technology and quantitative finance. It is looking for a highly organised, proactive and discreet Executive Assistant / Office Manager to support the Founder and Chief Operating Officer and oversee office administration and operations. The role is fully on-site in Neil Road, Singapore, Monday to Friday, about 9:00 AM to 5:00 PM, and is full-time and permanent.

Key responsibilities

• Provide day-to-day executive assistance to the Founder and COO, managing calendars, meetings, scheduling, correspondence and administrative priorities.
• Coordinate internal and external meetings, appointments and business arrangements, handling sensitive information with strict confidentiality.
• Oversee daily office operations, coordinate with vendors, suppliers and service providers, and manage office documentation and records.
• Support the implementation and improvement of internal administrative procedures and take ownership of operational tasks with minimal supervision.
• Assist with payroll coordination and employee administration, including employment pass applications and renewals with the Ministry of Manpower (MOM).
• Maintain accurate employee records, assist with onboarding, and liaise with external payroll, accounting and professional service providers.

Required profile

• Approximately 3-5 years of 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, with discretion, maturity and professionalism.
• Proactive, resourceful, able to work independently and adapt to changing priorities.
• Previous experience in a startup, growing SME or fast-paced environment is advantageous.

Required skills

• Proficiency with Microsoft Office / Microsoft 365 and familiarity with digital administrative tools.
• Experience with Xero or similar accounting software is advantageous.

What we offer

• Competitive monthly salary based on experience.
• Direct exposure to the Founder and COO and high autonomy over day-to-day responsibilities.
• Opportunity to help shape administrative and operational processes from the ground up.
• Potential progression into Operations Manager, Chief of Staff or broader leadership roles.
• A dynamic, technology-driven working environment.