As Executive Business Partner, you will play a critical role in supporting the CEO in driving strategic priorities and ensuring operational alignment across Plain Vanilla’s growing organisation. You will work closely with the CEO and leadership team to coordinate cross-functional initiatives, oversee key internal processes, and ensure that company projects are executed effectively.
You will serve as a central coordination point between leadership and operational teams, supporting initiatives across organisational development, internal communications, and business operations. This role requires a high level of discretion, strong organisational ability, and the capacity to translate strategic direction into structured processes and actionable plans.
You will also support the CEO in managing company-wide initiatives, ensuring alignment between teams, maintaining key internal documentation and systems, and helping drive the operational execution of priority projects across the business.
Key Job Duties and Responsibilities
Executive Support & CEO’s Office Operations
- Act as a strategic partner to the CEO, supporting prioritising and coordinating cross-functional projects across the organisation.
- Manage the CEO’s calendar, including scheduling internal and external meetings, prioritising commitments, and ensuring efficient time allocation.
- Coordinate meetings, prepare agendas, and ensure relevant materials are prepared in advance. Track follow-ups and action items from meetings to ensure alignment and timely execution.
- Serve as a key coordination point for matters flowing through the CEO’s office, and facilitate collaboration across departments to ensure initiatives move forward smoothly.
- Support alignment between operational teams, leadership, and external stakeholders where required.
- Support the organisation and execution of internal meetings, company briefings, and leadership sessions.
Internal Communications & Employee Engagement
- Support internal communications from the CEO’s office to ensure clarity and alignment across teams.
- Coordinate company-wide announcements and leadership updates, and ensure that key organisational information and updates are communicated effectively to relevant stakeholders.
- Plan and coordinate company-wide events and internal engagement initiatives such as:
- Company townhalls and briefings
- Chinese New Year dinner
- Staff appreciation initiatives
- Work closely with the HR Business Partner and internal leadership teams to support initiatives that strengthen company culture, team alignment, and employee engagement.
Office Management & Administrative Oversight
- Oversee the day-to-day operations of the head office, ensuring that administrative and operational needs are managed effectively.
- Coordinate office resources, supplies, and facilities management where required。
- Maintain systems and processes that support the smooth functioning of the office environment.
Internal Systems & Documentation
- Maintain key internal documentation and company references used by leadership and operational teams.
- Support the development and upkeep of internal frameworks, trackers, and operational resources.
- Ensure that organisational processes remain clearly documented and accessible.
General
- Complete other tasks as assigned by management.
Qualifications & Experience
- Bachelor’s degree in Business Administration, Communications, Management, or a related field.
- 3 – 5 years of experience in business operations, executive support, consulting, or strategy-related roles.
- Experience working closely with senior leadership or founders in a fast-paced or entrepreneurial environment.
- Strong organisational and project management skills, with the ability to manage multiple initiatives simultaneously.
- Excellent written and verbal communication skills.
- High level of discretion and professionalism when handling sensitive information.
- Proficiency with Google Workspace and common workplace productivity tools.
Success Traits
- Highly organised with exceptional attention to detail.
- Able to translate strategic direction into structured processes and actionable plans.
- Strong interpersonal skills and ability to coordinate across diverse teams and stakeholders.
- Proactive and resourceful in solving problems and moving initiatives forward.
- Comfortable navigating ambiguity in a fast-growing organisation.
- Trusted partner to leadership with a high level of integrity and discretion.
Work schedule
- Monday to Friday