The posting
We are looking for a highly organized, proactive, and detail-oriented Assistant Manager, Business Operations to provide executive support to the CEO (40%) and business and operational coordination support (60%).
The role will work closely with the CEO, management, and cross-functional teams to coordinate business activities, monitor operational matters, consolidate information, and ensure assigned initiatives are executed smoothly, efficiently, and within agreed timelines.
The ideal candidate is a strong coordinator with excellent communication, analytical, and follow-through skills. The candidate should be comfortable working across multiple functions, managing competing priorities, and supporting management in a fast-paced and dynamic business environment.
Key Responsibilities
1) CEO Support (40%)
- Manage the CEO's calendar, meetings, appointments, and schedules across internal and external stakeholders.
- Coordinate meeting logistics, agendas, presentation materials, and follow-up actions.
- Support the CEO in coordinating business activities, client engagements, corporate events, management meetings, and other strategic activities.
- Prepare correspondence, reports, presentations, briefing materials, meeting minutes, and other documents as required.
- Coordinate and follow up with relevant stakeholders on behalf of the CEO to ensure timely completion of assigned matters.
- Assist the CEO in tracking key priorities, action items, deliverables, and follow-ups across different functions.
- Coordinate communication between the CEO and internal/external stakeholders when required.
- Support the preparation and coordination of management meetings, business reviews, and corporate activities.
- Handle confidential and sensitive business information with a high level of professionalism and discretion.
- Provide general executive and administrative support to the CEO as required.
2. Business & Operation Support (60%)
- Coordinate and follow up with relevant departments across Singapore and, where required, across the region, to complete assigned tasks and operational initiatives.
- Work closely with cross-functional teams, including Sales, Pre-sales, Delivery, Admin, Finance, Offshore teams, Marketing, and other relevant functions depending on the scope of work.
- Support internal synchronization and coordination within the Operations team and provide timely updates to management.
- Consolidate, track, and analyze operational data related to Sales, Pre-sales, Delivery, and other business activities.
- Prepare reports, summaries, dashboards, presentations, and operational updates for internal use and management review.
- Track key operational actions, deliverables, timelines, and dependencies, proactively following up with relevant stakeholders to ensure timely completion.
- Support management in coordinating and monitoring business initiatives, projects, events, and operational activities.
- Assist in preparing business reviews, management reports, performance updates, and other operational materials.
- Identify gaps, outstanding actions, operational issues, and potential risks, and escalate them to the relevant stakeholders or management where appropriate.
- Coordinate information gathering across different departments and ensure data and reports are accurate, complete, and submitted within agreed timelines.
- Support the Operations team in monitoring business performance, operational KPIs, and key deliverables.
- Proactively follow through on assigned tasks and ensure deliverables are completed on time and to a high standard.
- Contribute ideas and recommend practical improvements to enhance team performance, operational efficiency, and internal coordination.
- Identify opportunities to streamline processes, improve workflows, and enhance collaboration across functions.
- Leverage digital tools, systems, automation, and AI solutions to improve processes, reporting quality, productivity, and operational efficiency.
- Support continuous improvement initiatives within the Operations function.
- Provide ad-hoc business and operational support to management as required.
Requirements:
- Diploma or Bachelor's degree in Business Administration, Business Management, Operations, Project Management, Information Technology, or a related discipline.
- 3–5 years of relevant experience in Business Operations, Operations Coordination, Executive Support, Project Coordination, Business Support, or a related role.
- Experience supporting senior management or C-level executives would be advantageous.
- Strong organizational, coordination, follow-up, and time-management skills.
- Excellent written and verbal English communication skills.
- Strong interpersonal and stakeholder management skills, with the ability to work effectively across different functions and levels.
- Strong proficiency in Microsoft Office, particularly Excel and PowerPoint.
- Comfortable working with data, consolidating information, preparing reports, and presenting operational updates.
- Experience working with cross-functional, regional, or offshore teams would be advantageous.
- Comfortable managing multiple tasks, priorities, and deadlines simultaneously.
- Strong attention to detail and ability to identify discrepancies, gaps, and outstanding actions.
- Proactive, resourceful, and solutions-oriented with a strong sense of ownership.
- Able to work independently while also collaborating effectively with different teams.
- Comfortable working in a fast-paced environment with changing priorities.
- Interested in leveraging AI, automation, and digital tools to improve productivity and operational efficiency.
- Able to handle confidential and sensitive business information with professionalism and discretion.
