Executive Assistant to CEO

Company Overview

Regenesis Materials is an innovative deep-tech company focusing on sustainable materials. Originating as a spin-off after six years of sustainable product development with Pangea Movement, Regenesis creates advanced recycled composites from ocean-bound plastic waste and captured CO2 using nanotechnology and AI. Initially offering sustainable outdoor products and recycled eyewear through a direct-to-consumer model, it helped remove 120,000 kgs of plastic waste worldwide. Currently, Regenesis is shifting towards a B2B materials platform, supplying recycled eyewear materials to global brands and facilitating eyewear companies' transition to circular and low-carbon economy models through the Regenesis 360 program.

Role Overview

We are looking for a strategic, system-oriented Executive Assistant to the CEO who can build and manage a high-performance executive operations framework. This role extends beyond typical administrative tasks, serving as a multiplier of the CEO's effectiveness by structuring priorities, streamlining workflows, and ensuring flawless execution. Responsibilities include managing the CEO’s calendar, communication, meetings, task tracking, and cross-functional project coordination, all in fast-moving global settings.

Key Responsibilities

• Design and maintain an optimized calendar aligned with strategic goals, continuously adjusting priorities and avoiding conflicts.
• Prepare and attend strategic meetings, capturing key notes and actionable follow-ups; support execution of top-priority initiatives.
• Manage CEO’s communications by prioritizing, drafting, and refining internal and external messages and acting as an information conduit between stakeholders and the CEO.
• Convert CEO directives into clearly structured tasks, monitor progress across teams, coordinate cross-functional projects, and flag risks proactively.
• Develop, standardize, and enhance operational systems, including meeting frameworks, reporting, communications, and travel logistics to maximize CEO productivity.

Required Qualifications and Experience

• Bachelor’s degree in Business Administration, Management, or related discipline.
• Three to six years of experience supporting senior executives, ideally in startups or high-growth firms.
• Background or familiarity with design management, creative strategy, innovation projects, or sustainability fields is advantageous.
• Experience working cross-functionally with teams in R&D, marketing, product, or sustainability sectors.
• Advanced English proficiency with excellent written and verbal communication skills.
• Project management certifications or related credentials are beneficial.

Skills and Competencies

• Exceptional ability to communicate complex technical and sustainability concepts in clear, compelling narratives.
• Strong knowledge of circular economy principles, material innovation, and impact-focused design.
• Highly organized with the ability to manage multiple priorities and deadlines under pressure.
• Strategic thinker with meticulous attention to detail.
• Proven project management skills with effective stakeholder coordination.
• Analytical mindset capable of assessing outcomes and optimizing processes.
• Proactive, adaptable, and resourceful in a dynamic and innovation-focused work environment.

Technical Proficiency

• Advanced skills in Google Workspace and Microsoft Office.
• Experience with project management platforms such as ClickUp, Notion, or Asana.
• Strong organizational and task management capability.

Work Environment

• Onsite position in Singapore with close collaboration alongside the CEO.
• Flexible work hours to align with CEO's global schedule.
• Fast-paced setting with dynamic shifting priorities.
• Occasional travel to support business initiatives may be required.

Expected Outcomes (First 6–12 Months)

• Establish highly efficient CEO calendar management and prioritization systems.
• Enhance speed and follow-through on strategic initiatives.
• Ensure meetings deliver clear outputs with defined accountability.
• Optimize communication flow by reducing unnecessary noise for the CEO.
• Create robust systems for task tracking and cross-team coordination.
• Substantially improve CEO productivity focusing on critical impact areas.

Performance Indicators

• Improvement in CEO productivity measured by time allocated to priority activities.
• Percentage of task completion related to CEO-led initiatives.
• Effectiveness of meetings assessed by clear outcomes and follow-up actions.
• Efficiency in communication response and inbox management.
• Optimization of calendar time towards high-impact tasks.
• Speed of execution from decision-making to implementation.