• Techzu is a growing software and AI company that helps Singapore SMEs digitize through websites, eCommerce platforms, custom software, and automation tools. We’re fast, lean, and focused on building systems that deliver results.

• We're hiring a highly resourceful, independent, and solutions-driven Executive Assistant & Operations Coordinator to directly support the Managing Director (MD). This role will help free up the MD’s time by managing daily operations, improving internal systems, handling project coordination, and ensuring consistent follow-through across teams.

Role Overview

• This is a mission-critical role designed for someone who doesn’t just take orders, but thinks ahead, solves problems before they happen, and actively helps the business run smoother every day. You will handle admin, HR, finance tracking, internal reporting, basic research, and coordination tasks. You will also be trusted to make recommendations, resolve roadblocks, and figure things out independently — not just complete checklists.

Key Responsibilities

Admin Operations & Internal Coordination

• Create and maintain the company intranet site for internal documentation
• Work with the MD to document and manage SOPs across departments
• Organize and manage internal folders, templates, and documentation
• Coordinate and manage contracts and agreement documentation (NDAs, project agreements, etc.)
• Maintain a company-wide task tracker and follow up on delegated items

Human Resource Support

• Post jobs, schedule interviews, and assist in onboarding new hires
• Track team performance and maintain a performance dashboard
• Co-develop and manage the company’s performance appraisal system
• Track and log leaves, birthdays, contract terms, and HR records
• Prepare HR documents such as letters of employment, probation confirmations, and resignation acceptance or clearance letters

Light Finance & Bookkeeping

• Prepare and manage recurring invoices
• Track and follow up on overdue payments
• Track team commissions based on provided data
• Upload and categorize receipts
• Coordinate with the accountant to maintain financial documentation

Project & Status Reporting

• Track the progress of internal and client projects across departments
• Follow up with team members for progress updates and deadlines
• Prepare a weekly report for the MD on project updates, blockers, and due items
• Send reminders to the team about pending tasks and deadlines

Execution & Meeting Support

• Prepare agendas and coordinate meeting logistics
• Take notes during meetings and track follow-up actions
• Maintain a weekly summary report of what's progressing, what's stuck, and what needs MD review
• Proactively follow up on unresolved action items across the team

Email, Calendar & Proposal Support

• Organize and triage the MD’s inbox using filters and structured labels
• Respond to non-sensitive emails using standard templates
• Schedule meetings, confirm attendance, and send reminders
• Format and send out business proposals using existing templates

Research & Development Support

• Conduct research on competitors, market trends, UX/UI patterns, and tools
• Organize product ideas and inspiration for the MD
• Summarize findings and create simple internal research docs
• Maintain an R&D library with references and examples

Sales & Business Development Support

• Prepare and update client service agreements
• Customize and organize sales decks or product presentations
• Maintain an updated folder of sales collateral, case studies, and PSG documents
• Assist with preparing materials for new leads or proposals

Requirements

• Excellent written and spoken English
• At least 2 years of experience in admin, operations, or executive assistance
• Exceptionally resourceful and solutions-oriented — you find answers, not just ask questions
• Strong critical thinking and independent judgment — you know when to act and when to escalate
• Proven track record of follow-through, accountability, and attention to detail
• Proficiency in Google Workspace (Docs, Sheets, Slides, Drive, Gmail, Calendar)
• Able to manage multiple moving parts and keep others on track
• Highly organized, proactive, and calm under pressure

Bonus (Nice to Have)

• Experience in bookkeeping
• Experience supporting a founder or leadership team
• Prior work in a tech or service-based company

Working Hours

• Full-time
• 12 days of annual paid leave
• Follow Singapore Public Holidays
• Daily check-in with the MD required