Executive Assistant (Finance, Administration & Operations)

Your tasks

1. Finance & Accounting Oversight

• Review and verify daily accounting transactions prepared by the Account Executive for F&B and Retail operations.
• Check bank reconciliations and ensure financial records are accurate and up to date.
• Oversee accounts payable and receivable to ensure timely payments and collection of outstanding balances.
• Review daily sales reconciliations, including POS transactions, cash, credit cards and online payments.
• Supervise and guide the Account Executive in GST preparation and filing to ensure accuracy and timely submission.
• Prepare monthly financial reports, financial summaries and management reports for the Director.
• Coordinate and prepare financial documents, schedules and supporting records for audits.
• Liaise with external accountants, auditors, banks and suppliers on financial and accounting matters.
• Monitor accounting deadlines, follow up on discrepancies and ensure proper financial documentation.

2. Personal Assistant & Administrative Support

• Provide executive and administrative support to the Director.
• Manage appointments, meetings, correspondence and business arrangements.
• Prepare reports, letters, presentations and confidential documents.
• Follow up on Management's instructions and coordinate across departments.
• Assist with general corporate administration and operational matters.

3. Business Licences & Compliance

• Coordinate applications and renewals of business licences, permits and registrations.
• Monitor expiry dates and ensure timely renewals and submissions.
• Liaise with government agencies, landlords and relevant service providers.
• Maintain proper records of licences, permits and compliance documentation.

4. Renovation & Project Coordination (Ad-hoc)

• Coordinate renovation, refurbishment and maintenance projects for Restaurant and Retail outlets.
• Source suppliers and contractors, obtain quotations and assist with cost comparisons.
• Liaise with landlords, contractors, consultants and relevant authorities on project requirements.
• Monitor project schedules, budgets, work progress and completion deadlines.
• Follow up on outstanding works, defects and rectification.
• Coordinate project handover and ensure proper completion of documentation.

Requirements

• Diploma or Degree in Accounting, Finance, Business Administration or related discipline.
• Good working knowledge of Xero accounting software is required.
• Experience in F&B and Retail accounting is highly preferred.
• Good understanding of financial reporting, bank reconciliation, GST and accounting procedures.
• Able to review accounting transactions, identify discrepancies and guide accounting staff.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Minimum 3 years of relevant experience in finance, executive support or business administration preferred.
• Experience in personal assistant duties, business licence renewals or renovation project coordination is an advantage.
• Strong organisational, communication and problem-solving skills.
• Meticulous, resourceful and able to work independently.
• Able to multitask, coordinate across departments and meet deadlines.
• Able to handle confidential financial and business information professionally.