Company: Motion Ventures (https://www.motion.vc)

About Motion Ventures:

Motion Ventures is an early stage venture capital fund catalysing digital and energy transition across global supply chains. We are backed by a unique network of corporate leaders, industry executives, and government partners, we empower founders to navigate complexities and achieve unparalleled success. Our collaborative approach, engaging stakeholders across and beyond the maritime sector, drives transformative changes that reshape global supply chains.

Position Overview:

We are seeking a highly organised and proactive Executive Assistant to support the leadership team at Motion Ventures. This role is crucial to ensuring seamless day-to-day operations, enabling the team to focus on driving transformative changes across global supply chains.

As the Executive Assistant, you will manage a range of responsibilities, including executive support, administrative coordination, and stakeholder engagement. The ideal candidate is a resourceful self-starter with excellent problem-solving and communication skills who thrives in a dynamic, fast-paced environment.

If you excel at multitasking, take pride in your attention to detail, and enjoy working collaboratively, we’d love to hear from you.

Responsibilities

Office Operations and Facilities Management

• Oversee office space management, ensuring a well-organised and fully stocked workspace.
• Coordinate with building management and service providers to maintain a functional and comfortable office setting.
  
  

Administrative and Operational Support

• Provide general administrative support, including scheduling, calendar management, and assisting with travel arrangements.
• Assist in preparing key documents, reports, and presentations, contributing to Motion Ventures' collaborative approach with stakeholders.
  
  

Vendor and Financial Coordination

• Manage invoicing and expense tracking, ensuring timely processing and accurate record-keeping to support operational efficiency.
• Prepare payments on banking portals and coordinate with vendors and service providers, such as office suppliers and IT support, to maintain optimal office functionality.
  
  

Team Coordination, Event Planning and Stakeholder Engagement

• Plan and execute high-profile events, including leadership offsites, stakeholder engagements, and CSR initiatives.
• Manage end-to-end logistics for multi-country events, ensuring seamless coordination and participant satisfaction.
  
  

HR and Onboarding Support

• Assist in recruitment efforts, including coordinating interview schedules, managing candidate communications, and supporting hiring processes.
• Help with onboarding new hires by managing workspace setups, equipment, and access to necessary systems.
• Maintain personnel records and support HR functions, including tracking leave and organising milestone celebrations.
  
  

Financial & Payroll Management

• Support financial and payroll processes, ensuring compliance with local regulations and standards.
  
  

Required Skills & Experience:

Organisational & Time Management:

• Proven ability to manage multiple tasks effectively, prioritising and coordinating across a range of office management, administrative, and operational needs.
• Strong attention to detail, ensuring tasks are completed accurately and on time in a dynamic, fast-paced environment.
  
  

Problem-Solving & Resourcefulness:

• A proactive approach to identifying and resolving operational challenges, with a knack for finding practical solutions to support smooth day-to-day office functions.
• Ability to work independently, showing initiative and adaptability when faced with unexpected issues or ad hoc requests.
  
  

Communication & Stakeholder Engagement:

• Excellent communication skills, both written and verbal, with the ability to interact professionally with internal teams, vendors, and external stakeholders.
• Strong interpersonal skills, contributing to a positive, inclusive, and collaborative office culture.
  
  

Administrative & Financial Acumen:

• Experience with administrative tasks, including calendar management, travel coordination, and event planning.
• Familiarity with basic financial processes, such as invoicing, expense tracking, and preparing payments on banking portals.
  
  

HR & Recruitment Support:

• Previous experience in providing HR and recruitment assistance, including interview coordination, onboarding, and personnel records management.
• Understanding of best practices for supporting a small team in recruitment, onboarding, and team-building initiatives.
  
  

Adaptability & Flexibility:

• Demonstrated resilience and flexibility in managing various tasks, adjusting priorities as needed to support the team’s evolving needs.
• Ability to thrive in a co-working space, adapting to a collaborative, small-team environment where each role contributes significantly to overall operations.
  
  

Cultural Fit:

• Alignment with Motion Ventures’ values, embodying integrity, collaboration, and a commitment to fostering a positive work environment.
  
  

Education Requirement :

Minimum of a diploma, polytechnic qualification, or pre-university certification in Business Administration, Office Management, or a related field.

• Only open to Singaporean Citizens or Singapore Permanent Residents *