Executive Assistant to the CEO

As the Executive Assistant to the CEO, manage accounting responsibilities, coordinate meetings, and engage with local partners in Singapore. Play a key role in enhancing our company’s operations and presence, handling sensitive information with discretion. Support various projects, prepare reports, and act as a liaison between the CEO and other departments, ensuring effective communication and collaboration. Your organisational skills and proactive approach will be vital in driving our business forward.

1. Manage and prepare all accounting documentation, including quotes and invoices, ensuring timely and accurate financial operations.
2. Administer payroll processes, collaborating with the finance team to maintain consistency and compliance.
3. Coordinate and schedule meetings with clients, prospects, and team members, optimising the CEO’s calendar for efficiency.
4. Assist in identifying and engaging with local partners, events, and governmental agencies in Singapore to support the company’s growth and strategic initiatives.
5. Handle confidential and sensitive information with discretion and professionalism.
6. Provide administrative support for various projects, including preparing reports, presentations, and correspondence.
7. Act as a liaison between the CEO and other departments, ensuring clear communication and effective collaboration.

At Noodle, we utilise a suite of tools and software to ensure seamless collaboration, efficient project management, and high-quality output for our clients. Below is a brief overview of the tools we use and why they are essential to our operations. If you have experience in these tools it would be a plus.

1. Notion: Our central hub for knowledge management, project tracking, and internal wikis. It helps us organise information, manage tasks, and streamline workflows across the team, ensuring everyone is on the same page.
2. Slack: Our primary platform for quick communication, both internally and externally. Slack enables us to collaborate in real-time, share updates, and maintain an open line of communication with clients and team members, fostering a dynamic and responsive work environment.
3. Google Workspace: We rely on Google Workspace for document creation, storage, and collaboration. Tools like Drive, Docs, Sheets, Slides, and Google Colab facilitate efficient data management, collaborative editing, and seamless sharing of information.
4. Webflow: Our go-to tool for marketing website development. Webflow allows us to design, build, and launch responsive websites quickly, providing our clients with high-quality, visually appealing online presences.
5. Figma: Essential for design and prototyping, Figma enables our team to create, iterate, and collaborate on design projects in real-time. It helps us deliver precise and engaging design solutions tailored to our clients’ needs.
6. Canva: Used for creating quick animated materials and social media posts, Canva offers a user-friendly interface and a wide range of templates. It’s perfect for producing high-quality visual content efficiently.
7. HubSpot: Our CRM of choice for managing client relationships and sales processes. HubSpot helps us keep track of interactions, automate marketing efforts, and drive business growth through data-driven insights and personalised communication.

1. Monday: Review and prepare financial documents for the week; schedule and confirm upcoming client meetings.
2. Tuesday: Coordinate logistics for meetings and prepare briefing materials for the CEO; follow up on ongoing administrative tasks.‍
3. Wednesday: Manage payroll processing; assist in researching potential partners and events in Singapore.‍
4. Thursday: Assist in the preparation of presentations and reports for client and partner meetings; handle inquiries and communication as needed.‍
5. Friday: Reflect on the week’s accomplishments and plan ahead for upcoming engagements; update the CEO on key developments and prepare for the next week.

1. Strong proficiency in accounting tasks, including handling quotes, invoices, and payroll processes.
2. Excellent organisational and time management skills, with the ability to manage multiple priorities simultaneously.
3. Exceptional communication skills, both written and verbal, and the capacity to work effectively with diverse stakeholders.
4. Knowledge of the local business ecosystem in Singapore, including familiarity with key partners, events, and governmental agencies.
5. High level of discretion and professionalism in handling confidential information.

If you are a highly organised individual with a co-founder spirit, eager to support and drive initiatives that contribute to our agency’s success, you might be the perfect addition to our team. We value proactive problem solvers who are not afraid to take on new challenges and who can independently manage complex tasks. Your ability to adapt quickly and work iteratively, coupled with a strong commitment to excellence, will ensure that you thrive in our fast-paced, collaborative environment. Join us and play a pivotal role in shaping the future of our agency!