Senior Executive Assistant to Founder | Remote | Part-Time

I’m looking for an exceptional, highly experienced Executive Assistant to work closely with me as the founder of Gaiama, a Singapore-based experiential culinary company creating chef-led dining experiences in extraordinary places around the world.

This is a long-term, part-time remote role for someone who is proactive, highly organised, fast, resourceful and exceptionally detail-oriented. You will support me primarily across Gaiama, alongside some personal and family administration, and occasionally support other team members on specific projects.

I am not looking for someone who simply waits for a list of tasks. I’m looking for an experienced EA who learns how I work, anticipates what needs to happen and takes ownership of getting it done.

My goal is eventually to be able to CC you on an email and trust that you will identify the actions, ask only the questions you genuinely need answered, and close the loop without me having to manage the process.

What you’ll be responsible for

Your work will include:

* Managing calendar administration, scheduling meetings, creating video links and sending calendar invitations
* Researching flights, hotels and travel options, preparing itineraries and coordinating bookings
* Researching restaurants and making reservations internationally
* Managing expenses, receipts and expense reports
* Processing and tracking invoices and liaising with accountants/bookkeepers where required
* Making business and personal purchases and tracking deliveries
* Maintaining organised digital files and documentation
* Maintaining contact and CRM information
* Following up with suppliers, partners and other contacts and ensuring outstanding actions are closed
* Making international calls and communicating with suppliers, restaurants, hotels and other contacts
* Supporting personal and family administration, including appointments, travel, reservations, gifts, purchases and paperwork
* Learning and maintaining administrative systems including Procim
* Supporting other members of the Gaiama team with specific administrative tasks such as travel or ordering when required

The scope may evolve over time. For someone interested and capable, there is potential for the role to grow in hours and into broader project coordination or operations responsibilities as Gaiama grows.

Who I’m looking for

You should have:

* At least 7 years of relevant professional experience
* At least 3 years of proven experience as an Executive Assistant supporting a founder, entrepreneur, C-suite executive or similarly senior leader
* Proven success working remotely with international businesses or executives, ideally from the US, UK, Europe or Australia
* Exceptional spoken and written English
* Excellent judgement and the confidence to take initiative without waiting for detailed instructions
* Extremely high standards of organisation, accuracy and presentation
* Strong research skills and the ability to turn large amounts of information into clear recommendations
* The ability to manage multiple priorities, follow through and close loops
* A proactive, responsive, fast and resourceful working style
* Confidence communicating professionally with senior clients, suppliers and partners
* Strong digital skills and the ability to learn unfamiliar software quickly and independently
* Experience using AI tools such as ChatGPT intelligently and responsibly to improve your work
* Your own Mac and a reliable high-speed internet connection
* A high level of discretion. You will have access to confidential business and personal information and will be required to sign an NDA.

A university degree is preferred.

Particularly valuable experience

Experience supporting a startup founder or entrepreneur is highly desirable.

Previous experience in event production, experiential marketing, hospitality, luxury, travel, a creative agency or another fast-moving project-based environment would be a significant advantage.

French or another additional language is a bonus, but not required.

Systems

Our current tools include Outlook, Apple Calendar, Google Workspace, Slack, WhatsApp, HubSpot, Dropbox, Excel/Google Sheets, Xero, Procim, Canva, Webflow, LinkedIn, ChatGPT, Google Meet, Zoom and Microsoft Teams.

You do not need experience with every system. I care much more about your ability to learn new technology quickly and independently.

Hours and working style

This is an ongoing part-time role of approximately 80 hours per month.

The hours are deliberately flexible rather than a fixed four-hour daily shift. Workload varies across the month and I travel internationally frequently, so some weeks will naturally be busier than others.

I need someone who maintains regular weekday availability, is generally reachable during Singapore business hours and can manage their workload independently. You may have other clients, but reliability and responsiveness are essential. During normal weekday working hours, I generally expect messages and new requests to be acknowledged within one hour, even if the task itself will be completed later.

There will occasionally be requirements outside normal Singapore/Philippines working hours due to international travel or events. These will be the exception rather than the norm, and working hours can flex accordingly.

Compensation

SGD 1,500–2,000 per month depending on experience, based on approximately 80 hours per month.

Exceptional candidates with particularly relevant senior EA, founder support and/or events or hospitality experience may be considered above this range.

This will be an independent contractor relationship, paid monthly.

For the right person, I am looking to build a long-term working relationship. The role has the potential to increase in hours, responsibility and scope as Gaiama grows.

Target start date is September/Q4 2026, but finding the right person is more important than starting quickly.

How to apply

Please do not send a generic cover letter.

Instead, introduce yourself briefly and answer the following five questions:

1. Tell me about the founder or senior executive you have supported most closely. How long did you work together, where were they based, what did you personally own for them, and what did you eventually learn to anticipate without being asked?
2. You are CC’d on an email confirming that I will attend a three-day conference in Paris next month. I haven’t given you any instructions. What do you do?
3. Tell me about the most complicated international trip you have organised for someone else. What made it complicated and how did you manage it?
4. Which AI tools do you currently use in your work? Give me one specific example of how you have used AI to make your work better or faster while ensuring the final information was accurate.
5. Tell me about any experience you have in events, hospitality, luxury, travel, creative agencies or startup environments.

Please also include:

* Your CV/resume
* Your current availability and any existing client commitments
* Your current or most recent compensation/rate
* Your expected monthly rate for this role

Applications that do not answer the questions above will not be considered.