PhysicsX - Executive Assistant & Office Manager
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Requirements
• Demonstrated experience in Office Management and Executive Assistant roles, ideally within a fast-paced or high-growth environment. • Ability to anticipate needs, prioritise effectively, and understand the broader context when making decisions or supporting the leadership team. • Exceptional attention to detail, ability to manage multiple tasks and stay calm under pressure. • Clear, professional communicator across written, verbal, and digital channels. • Able to handle sensitive information with a high degree of confidentiality and discretion. • Comfortable with shifting priorities and flexible to support a growing, fast-paced organisation. • Enjoys working with diverse personalities, building relationships, and contributing to a social, inclusive team environment. • Proactive attitude. • Ideally experience working across time zones and for an international company. • Confident using Microsoft Office (Outlook, Word, Excel, PowerPoint) and travel booking systems. • We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics. • We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation. This information is confidential, used only in aggregate form, and will not influence the outcome of your application.
Responsibilities
• Executive Assistant Support • Provide high-quality, proactive support to senior leadership in the APAC region, including diary management, internal and external meeting coordination, travel arrangements and other tasks as needed. • Provide support to other team members with scheduling as needed. • Collaborate with global Executive Assistants to manage scheduling, priorities, and cross-regional alignment. • Coordinate logistics for internal and external meetings (both in-person and virtual), including workshops, customer events, etc. • Ensure timely processing of expenses. • Suppor domestic and international travel for the APAC team using the company's travel booking system. • Cover for other Executive Assistants globally. • Office Management • Play a key role in setting up and establishing our new Singapore office, including coordinating logistics, sourcing suppliers, and creating efficient ways of working from day one. • Support the smooth operation of the Singapore office on an ongoing basis, including managing supplies, vendors, and facilities. • Act as the first point of contact for all guests and office-related queries, ensuring a positive and efficient work environment. • Ensure office compliance, including health and safety regulations, local workplace requirements, and company policies. • Assist with the planning, coordination and execution of team events, meetings, and social activities. • Liaise with the global Operations team to ensure alignment on tools, processes, and standards across offices.
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