Executive Assistant & Office Manager
The Role:
Nebius is growing quickly in Asia Pacific and Japan, and our Singapore office is the regional base for our go-to-market team. We are looking for a senior Executive Assistant and Office Manager who will be the right hand to the APJ General Manager, the operational backbone of the Singapore office, and a trusted partner to the Sales and GTM teams on the ground.
This is a hybrid role with three equal pillars: high-level executive support, hands-on office and workplace management, and day-to-day commercial support for the in-region sales and GTM organisation. You will free the GM to focus on growing the business, help the sales team move faster, and make sure colleagues and visitors experience a well-run, welcoming workplace.
Responsibilities:
Executive support to the APJ General Manager
Manage the GM's calendar, prioritising meetings across APJ, EMEA and US time zones.
Coordinate complex regional and international travel, including itineraries, visas, expenses and logistics.
Prepare meeting materials, agendas, briefing notes and follow-up actions.
Screen and manage correspondence, acting as a trusted point of contact for internal and external stakeholders, including customers, partners and senior visitors.
Support the GM's leadership meetings, offsites, customer events and regional business reviews.
Handle expense reports, invoices and other administrative tasks for the GM.
Handle confidential information with the highest level of discretion.
Sales and GTM team support
Act as the first point of contact for the Singapore-based Sales, Partnerships and GTM teams, coordinating requests for information and support.
Support CRM hygiene (Salesforce/HubSpot): data entry, report generation and pipeline tracking, in partnership with Sales Operations.
Coordinate the preparation of proposals, contracts and client-facing materials, and liaise with Finance, Legal and Operations on order processing and accuracy.
Assist with weekly and monthly sales performance reports, dashboards and KPI tracking, and help prepare leadership presentations.
Organise customer meetings, executive briefings, workshops and on-site visits, including room, catering, hospitality and visitor logistics.
Plan and run team events, offsites, kick-offs and regional GTM gatherings.
Support onboarding of new sales and GTM hires, including desk, access, equipment, system access, training schedules and materials.
Manage team communication channels (email, Slack) for announcements and updates, and provide ad-hoc support for strategic initiatives.
Office management and operations
Oversee the day-to-day operations of the Singapore office.
Manage relationships with landlords, building management and service providers, holding them to agreed service levels.
Coordinate maintenance and facilities issues, and escalate and resolve them promptly.
Manage office access, visitor protocols, and mail and courier handling.
Support seating plans, space usage and small-scale office improvements as the team grows, including future expansion or relocation planning.
Safety, security and compliance
Maintain a safe, secure and compliant office, including emergency procedures, fire safety, first aid and evacuation drills.
Coordinate with building management on security and access control.
Support business continuity and incident response for the Singapore office.
Keep records and documentation in line with local regulations (including MOM requirements) and Nebius policies.
Employee experience
Create a welcoming environment for colleagues and visitors, from arrival to day-to-day service.
Host visits from global colleagues and coordinate their travel and workplace needs.
Partner with HR and IT on new joiner readiness.
Collect feedback and suggest improvements to the workplace experience.
Budget, vendors and reporting
Manage the Singapore office budget, including purchase orders, invoice processing, cost tracking and forecasting support.
Work with Finance and Procurement on vendor onboarding, contracts and renewals.
Track office KPIs, recurring issues and costs, and report to the GM and the global Workplace team.
Stakeholder collaboration
Work closely with HR, IT, Security, Finance, Legal, Sales Operations and global Real Estate & Workplace teams.
Act as the Singapore workplace representative in regional and global initiatives.
Communicate proactively about office changes, disruptions and events.
What we expect you to have
8+ years of experience as an Executive Assistant, Office Manager or similar, ideally supporting senior or C-suite leaders.
Experience managing office operations, vendors and facilities in Singapore or the wider APAC region.
Experience supporting a sales or commercial team, with working knowledge of CRM tools (Salesforce, HubSpot) and sales reporting.
Strong organisational skills and the ability to prioritise competing demands independently in a fast-paced environment.
Excellent written and spoken English, with the ability to build trust at all levels, from the C-suite to customers and visitors.
High discretion, maturity and sound judgement with confidential and sensitive information.
Proficiency in Microsoft 365 (especially Excel, PowerPoint and Outlook) and comfort with budgets, purchase orders and basic financial tracking.
A calm, proactive, service-minded and 'can-do' approach, including in high-pressure situations.
Flexibility to work across time zones when needed.
Added bonus:
Experience in tech, scale-up, start-up or hypergrowth companies.
Experience supporting a leader across multiple countries in a regional or multinational environment.
Experience supporting an office opening, expansion or relocation.
Familiarity with Slack, Confluence, Jira, and expense or procurement tools.
Knowledge of Singapore workplace regulations (e.g. MOM requirements, workplace safety) and the local vendor landscape.
Additional languages relevant to APJ (e.g. Japanese, Mandarin, Bahasa).
Bachelor's degree in business administration, hospitality, facilities management or a related field.