Personal Assistant to the CEO (Xora Portfolio Company)

ABOUT ELEMYNT

Elemynt is a fast growing AI and materials technology company working with customers, investors, advisors, and partners across Singapore, the United States, and other global markets.

The CEO’s schedule includes customer meetings, investor calls, technical reviews, travel, legal discussions, hiring conversations, internal leadership meetings, and frequent time zone coordination. We are looking for a highly reliable Personal Assistant who can keep the CEO organized and make daily execution smoother.

ROLE SUMMARY

The Personal Assistant will support the CEO with calendar management, travel planning, inbox coordination, meeting preparation, document organization, expenses, logistics, and personal administrative support related to work effectiveness.

This role requires excellent attention to detail, fast response time, strong discretion, and the ability to anticipate needs before they become problems.

The PA should make the CEO’s day more organized, less reactive, and easier to execute.

KEY RESPONSIBILITIES

Calendar and schedule management

• Manage the CEO’s calendar across Singapore, United States, and other time zones.
• Schedule customer meetings, investor calls, internal meetings, advisor sessions, legal calls, and interviews.
• Protect focus time and prevent unnecessary calendar fragmentation.
• Resolve scheduling conflicts quickly and professionally.
• Make sure each meeting has the right attendees, location, video link, agenda, and preparation material.

Travel and logistics

• Plan and coordinate business travel, including flights, hotels, ground transport, meeting locations, visas where relevant, and travel documents.
• Create clear travel itineraries with meeting times, addresses, contact details, and buffer time. Coordinate changes when travel plans shift.
• Track receipts, invoices, confirmations, and travel related expenses.

Inbox and communication support

• Help triage the CEO’s inbox and flag urgent items.
• Draft simple replies, meeting confirmations, follow ups, reminders, and scheduling emails.
• Maintain polite and professional communication with customers, investors, advisors, vendors, candidates, and team members.
• Ensure important emails do not get missed.

Meeting preparation and follow up

• Prepare the CEO before meetings by organizing relevant documents, agendas, notes, decks, customer context, and prior correspondence.
• Take clean notes when requested.
• Track follow up items after meetings and make sure next steps are captured.
• Maintain simple action trackers for recurring meetings and important relationships.

Document and file organization

• Organize key documents, templates, contracts, proposals, investor materials, customer materials, travel records, and administrative files.
• Maintain clean folders and naming conventions.
• Help prepare documents for signature, routing, review, or submission.
• Support vendor registration forms, basic company information requests, and administrative questionnaires.

Expense and administrative support

• Manage expense tracking, receipt collection, reimbursements, invoices, subscriptions, and simple finance administration.
• Coordinate with accounting, finance, legal, corporate secretary, and external vendors when needed.
• Help with office administration, courier arrangements, printing, scanning, forms, and other operational tasks.

Confidentiality and discretion

• Handle sensitive information with care, including customer discussions, investor conversations, legal documents, hiring matters, financial information, and personal logistics.
• Use sound judgment on what can be shared, what should be escalated, and what should remain confidential.

WHAT SUCCESS LOOKS LIKE

• The CEO is consistently on time, prepared, and clear on the day’s priorities.
• Meetings are scheduled correctly, with fewer conflicts and fewer last minute surprises.
• Travel is smooth, documented, and well planned.
• Important emails, tasks, and documents are not lost.
• The CEO spends less time on logistics and more time on customers, product, fundraising, hiring, and strategy.

REQUIREMENTS

• Excellent calendar management skills.
• Strong written English and professional communication.
• High attention to detail.
• Strong discretion and confidentiality.
• Ability to work quickly and calmly under pressure. Comfort managing multiple time zones.
• Strong followthrough and task ownership.
• Ability to use common productivity tools such as Gmail, Google Calendar, Google Drive, Microsoft Office, Slack, Notion, DocuSign, Zoom, and similar tools.
• Willingness to support both business and practical logistics.

PREFERRED BACKGROUND

• At least two years of executive assistant experience
• Previous experience working at a fast-paced startup is a must
• Experience coordinating international travel.
• Experience with customer facing or investor facing scheduling.
• Experience with expense management, vendor forms, document routing, and executive operations.
• Familiarity with Singapore and United States business coordination would be a big plus.

PERSONALITY FIT

• You are organized, calm, and dependable.
• You notice details other people miss.
• You follow up without being asked twice.
• You communicate clearly and politely.
• You are comfortable working with confidential and sensitive matters.
• You take pride in making a busy executive more effective.