Personal Assistant to the CEO at Elemynt (Xora Portfolio Company)

About Elemynt and Role Overview

Elemynt is an emerging fast-growth company specializing in AI and materials technology, collaborating with stakeholders across Singapore, the US, and worldwide. The CEO's demanding schedule involves various meetings with customers, investors, legal teams, and internal leaders, including coordination across multiple time zones. We seek a dependable Personal Assistant (PA) to streamline the CEO's day-to-day operations and enhance efficiency.

Responsibilities

• Manage and oversee the CEO's calendar, coordinating meetings across Singapore, US, and other time zones to ensure optimal scheduling.
• Arrange a variety of engagements such as customer meetings, investor discussions, internal leadership sessions, legal consultations, and interviews while preventing scheduling conflicts and ensuring focused time blocks.
• Plan and organize all aspects of the CEO's business travel including flights, accommodations, transport, visa processing, and travel documentation; prepare detailed itineraries factoring in all relevant information and contingencies.
• Support inbox management by prioritizing emails, drafting responses, and maintaining courteous communication with diverse internal and external parties.
• Prepare meeting materials such as agendas, notes, and relevant documents, take meeting minutes when required, and follow up on action items to ensure continuity and task completion.
• Maintain an organized system for key documents including contracts, proposals, investor and customer materials, and travel records; oversee document preparation for signature or review.
• Handle expense tracking, receipts, reimbursements, invoices, subscriptions, and cooperate with finance, legal, and corporate teams to manage administrative duties.
• Safeguard confidential information relating to customers, investors, legal affairs, finances, and personnel matters, exercising mature judgment on information sharing.

Requirements

• Strong expertise in calendar management especially managing multiple time zones.
• Excellent written communication skills and professional email etiquette in English.
• Exceptional attention to detail with the ability to anticipate needs.
• High level of discretion handling sensitive and confidential information.
• Ability to work effectively under pressure and handle competing priorities calmly.
• Proficient in common productivity software such as Gmail, Google Calendar, Google Drive, Microsoft Office, Slack, Notion, DocuSign, Zoom, and similar tools.
• Willing and able to support logistical and operational tasks beyond conventional PA duties.

Preferred Background

• Minimum two years of prior executive assistant experience.
• Experience working in a fast-paced startup environment is essential.
• Competency in arranging international travel and managing complex travel itineraries.
• Experience coordinating customer- or investor-facing scheduling.
• Familiarity with expense management, vendor paperwork, document routing, and executive operations.
• Knowledge or experience related to business coordination between Singapore and the United States is advantageous.

Personality and Work Ethic

• Highly organized, reliable, calm, and detail-oriented individual.
• Proactive in following up and ensuring nothing is overlooked.
• Clear and polite communicator.
• Comfortable dealing with confidential and sensitive information.
• Motivated by enabling busy executives to perform at their best.

Success Indicators

• The CEO remains punctual, well-prepared, and focused on priorities daily.
• Meeting schedules reflect accuracy with minimal conflicts or surprises.
• All travel logistics are well planned and executed smoothly.
• No critical emails, documents, or tasks are missed.
• The CEO dedicates more time to strategic activities instead of operational logistics.