Corporate Assistant

About Techzu

Techzu is a fast-growing Singapore technology company specializing in Custom Software Development, Artificial Intelligence (AI), Digital Transformation and Business Automation solutions.

We work with SMEs, enterprises and government organizations to build innovative technology solutions that improve productivity and operational efficiency.

As we continue to grow, we are looking for a proactive, tech-savvy and highly organised Corporate Assistant to work directly with our Managing Director.

About the Role

This is not a typical administrative role.

You will work directly with the Managing Director and gain exposure to every aspect of running a growing technology company—from business operations and finance administration to HR, project coordination and strategic initiatives.

Your mission is simple:

Help the Managing Director stay focused on growing the business by ensuring important work is organised, followed up and completed on time.

We are looking for someone who enjoys solving problems, learning new things, embracing technology and AI, and continuously improving the way people work.

If you take pride in being highly organised, dependable and proactive, we'd love to meet you.

Key Responsibilities

1. Executive Administration

• Manage the Managing Director's calendar, meetings and appointments.
• Coordinate business meetings and travel arrangements.
• Prepare meeting agendas and presentation materials.
• Take meeting minutes and document action items.
• Maintain confidential documents and company records.
• Handle administrative matters assigned by the Managing Director.

2. Email Management & Business Correspondence

• Manage and organise the Managing Director's inbox.
• Prioritise emails based on urgency and importance.
• Draft professional emails and business correspondence.
• Follow up on pending email conversations.
• Ensure important emails receive timely responses.
• Escalate matters requiring management attention.

3. Task Management & Follow-up

This is one of your most important responsibilities.

You will ensure that tasks assigned by the Managing Director are completed on time.

Responsibilities include:

• Record tasks assigned during meetings and discussions.
• Track task progress across different departments.
• Follow up with team members on outstanding action items.
• Remind employees of approaching deadlines.
• Escalate overdue matters where necessary.
• Maintain an accurate task dashboard for the Managing Director.
• Ensure commitments made internally and externally are delivered on time.

4. Cross-Department Coordination

• Coordinate with Sales, Marketing, Software Development, HR and Operations.
• Follow up on departmental progress and action items.
• Consolidate updates for management.
• Ensure smooth communication between departments.
• Support company-wide initiatives.
• Assist the Managing Director in driving execution across the business.

5. Finance Administration & Bookkeeping

You will be responsible for the company's day-to-day finance administration. Training will be provided.

Responsibilities include:

• Prepare and issue Sales Invoices.
• Record Purchase Invoices.
• Process employee expense claims.
• Perform bookkeeping data entry using the company's accounting system.
• Maintain proper filing of financial records.
• Prepare supporting documents for month-end accounting.
• Follow up on outstanding customer payments.
• Coordinate with the company's external accountant and auditor when required.
• Ensure finance records are accurate and up to date.

No accounting qualification is required. We are looking for someone who is comfortable working with numbers and willing to learn.

6. HR Administration & Coordination

• Coordinate interviews and candidate scheduling.
• Prepare employment letters and HR documentation.
• Maintain employee records.
• Track probation and confirmation dates.
• Coordinate onboarding and offboarding activities.
• Assist with leave administration.
• Support staff engagement activities and training coordination.

7. Business Reporting & Project Coordination

• Prepare weekly and monthly management reports.
• Consolidate project updates from different departments.
• Track project milestones, deliverables and deadlines.
• Prepare project status dashboards for management review.
• Follow up with project owners on outstanding action items.
• Assist in proposal preparation and business documentation.
• Ensure project information is accurate and up to date.

8. Business & Office Administration

• Ensure the Singapore office is clean, organised and operating efficiently.
• Coordinate office cleaning and maintenance.
• Manage pantry supplies, office inventory and stationery.
• Liaise with vendors and service providers.
• Coordinate office equipment and maintenance.
• Support company events and internal meetings.
• Assist with business licences, subscriptions and general administrative matters.

9. AI & Process Improvement

Technology is a key part of how we work.

Responsibilities include:

• Use AI tools such as ChatGPT to improve daily productivity.
• Identify repetitive tasks that can be automated or simplified.
• Recommend improvements to business processes.
• Learn and adopt new software quickly.
• Continuously look for ways to improve efficiency across the company.

What We're Looking For

We're looking for someone who is:

• Highly organised and meticulous.
• Tech-savvy and comfortable learning new software.
• Passionate about AI and productivity tools.
• An excellent communicator with strong written English.
• Proactive and resourceful.
• Curious and eager to learn.
• Comfortable working with numbers.
• Responsible and dependable.
• Able to manage multiple priorities.
• Positive, adaptable and solutions-oriented.
• Trustworthy and able to handle confidential information professionally.

Requirements

• Diploma or Bachelor's Degree in any discipline.
• At least 1 year of working experience in administration, operations, coordination or a similar role.
• Excellent written and spoken English.
• Strong organisational and time management skills.
• Good proficiency in Microsoft Office and Google Workspace.
• Comfortable learning new software and digital tools.
• Experience using AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar platforms will be an advantage.
• No accounting background is required. Training will be provided.

Why Join Us?

This is a unique opportunity to work directly with the Managing Director of a growing technology company.

You will gain practical experience in:

• Business Operations
• Finance Administration
• Human Resources
• Project Coordination
• Business Development
• Executive Management
• Artificial Intelligence (AI)
• Process Improvement

If you're ambitious, enjoy learning, and want a role where you can make a meaningful impact while developing a broad set of business skills, we'd love to hear from you.