Executive Assistant — Business Operations & HR Coordination

About the company

Food Inc is a Singapore-based and operated hospitality group spanning fine dining, institutional & corporate catering, culinary education and consultancy. Our portfolio includes Saint Pierre and Shoukouwa restaurants, each awarded two Michelin stars, alongside Mycelium Catering, Star-Chef Academy and Taste Atelier, the group’s consulting arm. Our work also encompasses overseas projects and expansion. This role supports our Corporate operations across our diverse businesses and reports directly to the COO.

Your tasks

Working closely with the C-Suite, you will draft correspondence and reports, coordinate small projects, track outstanding actions and support day-to-day HR and simple recruitment activities across our group of companies.

A key responsibility is ensuring that documents and communications are accurate, consistent and professionally presented before they reach clients or the COO. You will spot errors, make appropriate corrections and work with colleagues to resolve outstanding issues—taking ownership through to completion.

Quality checks and independent problem-solving

• Review client-facing documents, invoices, reports, presentations and correspondence for accuracy, completeness and professional presentation.
• Catch errors before work is sent out, make straightforward corrections and verify financial or substantive changes with the responsible colleague.
• Resolve routine issues independently, involving the COO only when a decision, approval or significant exception requires their attention.
• Identify recurring mistakes and introduce simple templates, checklists or processes to prevent them happening again.

Executive support and communication

• Draft, edit and proofread emails, letters, internal communications and other business documents.
• Prepare concise reports, summaries and presentations using information provided or gathered from relevant colleagues.
• Capture meeting decisions and translate them into clear actions, owners and deadlines.
• Track outstanding matters, follow up with the people involved and flag delays or issues early.
• Handle sensitive business and employee information with discretion.

Small projects and business coordination

• Coordinate small internal projects from initial brief through to completion.
• Maintain practical project plans, action lists and progress updates.
• Liaise with colleagues, suppliers and other stakeholders to keep work moving.
• Support company meetings, on-site activities and events.
• Identify gaps in routine processes and implement agreed improvements.

HR and recruitment support

• Respond professionally and promptly to candidates.
• Review applications against agreed role requirements and prepare initial interview shortlists with clear reasons.
• Coordinate interviews and maintain accurate candidate records.
• Assist with onboarding, employee documentation and general HR administration.
• Refer sensitive or complex HR matters to the COO.

Requirements

About the role We are looking for a resourceful, organised Executive Assistant with excellent attention to detail, strong writing skills, the ability to work independently with sound judgment and who follows through on commitments.

This role will suit someone who enjoys variety, takes ownership and can turn a brief discussion or a set of rough notes into clear work and practical next steps. and who follows through without repeated reminders. Business support, communication and project execution are central to the position.

What we are looking for

• Relevant experience in executive support, business operations, project coordination, HR administration or a similar role.
• Excellent attention to detail, with the ability to spot inconsistencies and errors in written, numerical and visual information, you check that work has been completed and issues have been resolved.
• Excellent organisation and consistent follow-through across several priorities
• Strong written English and the ability to produce clear, accurate and professionally presented documents.
• Initiative and sound judgment: you can make progress independently, resolve everyday problems, ask focused questions, complete tasks without close supervision and recognise when to escalate.
• Confidence working across teams and following up tactfully but firmly with colleagues at different levels.
• Strong proficiency in Microsoft Office or Google Workspace, video meetings and shared task-tracking tools.
• Professionalism, discretion and the ability to manage several priorities reliably.

Experience supporting a founder, business owner or C-Suite manager would be useful. We welcome candidates with different job titles whose experience demonstrates these capabilities.