Assistant Manager, Business Operations

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.