Executive Assistant

Job Title:

Executive Assistant to Founders

Founder Support, Stakeholder Engagement & Office Execution

Role Purpose:

ZACD Group Ltd is a Singapore-incorporated company listed on the Hong Kong Stock Exchange, operating an integrated real estate investment and development platform covering fund management, property development, asset management and structured investment vehicles.

The Executive Assistant provides high-level day-to-day support to both founders, while also acting as a key contact point with external stakeholders, internal teams, service providers, investors, partners, advisers, and business contacts.

This is not a basic admin role. ZACD needs someone who is organised, polished, discreet, responsive, and able to manage founder-level complexity without constant hand-holding.

Reporting Line:

Reports to: Founders

Key Responsibilities:

A. Founder Calendar & Daily Support

• Manage calendars, meetings, appointments, calls, travel arrangements, and daily schedules for both founders.
• Prioritise competing requests and ensure founders are prepared for key meetings.
• Coordinate meeting logistics, reminders, documents, background materials, and follow-ups.
• Handle sensitive and confidential matters with discretion.

B. Stakeholder Communication

• Act as first point of coordination for selected external stakeholders, including investors, business partners, advisers, vendors, consultants, banks, lawyers, and senior contacts.
• Draft and coordinate emails, meeting notes, follow-up messages, and basic business correspondence.
• Maintain professional, timely, and polished communication on behalf of the founders.
• Ensure external parties receive prompt responses and proper follow-through.

C. Meeting & Document Coordination

• Prepare agendas, meeting packs, minutes, action trackers, and follow-up lists.
• Coordinate signatures, approvals, submissions, documents, contracts, invoices, and internal routing.
• Maintain organised electronic and physical filing systems.
• Track pending items and chase updates across internal and external parties.
• Accompany founders in meetings and events

D. Travel, Events & Hospitality

• Arrange business travel, accommodation, transport, visas where applicable, dining, investor meetings, and events.
• Support investor meetings, board meetings, partner visits, business lunches, and corporate events.
• Ensure founder and stakeholder experience is professional and well-managed.

E. Internal Coordination

• Liaise with finance, HR, investment, fund management, project, and external service providers.
• Help founders track key business priorities, deadlines, and outstanding matters.
• Support ad hoc projects, business presentations, office administration, and confidential assignments.

Requirements:

Experience

• 5 to 10 years’ experience as Executive Assistant supporting Founders, CSuites, Board of Directors, or Senior Executives.
• Experience in real estate, investment, fund management, family office, financial services, law firm, professional services, or founder-led businesses are advantageous, not mandatory.
• Strong experience managing external stakeholders is important.

Technical Skills

• Excellent calendar management, scheduling, coordination, and follow-through.
• Strong written and spoken English. Mandarin would be useful if engaging China-based stakeholders.
• Proficient in Microsoft Office, Outlook, Teams/Zoom, Excel, PowerPoint, and document management.
• Able to prepare clean meeting notes, trackers, and business correspondence.
• Good sense of confidentiality and document control.

Personal Attributes

• Highly organised, meticulous, calm, discreet, reliable.
• HIgh level of integrity and work ethics
• High EQ and capability to manage different personalities.
• Professional, sophisticated, mature, bold, well-spoken, well-groomed
• Savvy in stakeholder management - engaging with investors, advisers, and senior stakeholders.
• Able to work fast and deliver outstanding outcomes n timely manner at all times.
• Anticipates needs and highly proactive.
• Comfortable with ambiguity and last-minute changes.

KPIs / Success Measures

• Calendar accuracy and meeting preparedness.
• Prompt responsiveness to founders and stakeholders.
• Proactive and high quality level of follow-up and action tracking.
• Brilliant problem-solver
• Acute accuracy of documents, correspondence, and records.
• Ability to reduce founders' stress and burden.
• Confidentiality, professionalism, integrity, trustworthiness.
• Stakeholders' seamless experience and coordination in every step throughout.