Executive Assistant to Managing Director

Executive Assistant to Managing Director

Hypha Provisions | Raffles Place MRT Station

About Hypha

Hypha is a growing self-serve retail business with a mission to bring Singapore’s local F&B brands to more spaces and more customers.

We started with vending machine platforms and have evolved into Hypha Provisions, a curated self-serve retail concept that brings together a selection of local F&B brands under one roof.

As we continue to grow our retail network, brand partnerships and new business opportunities, we are looking for a highly organised and proactive Executive Assistant to the Managing Director to work closely with our founder and management team.

About the Role

This is a hands-on and high-trust role supporting the Managing Director across executive administration, business development, operations and strategic projects.

You will act as an important link between the Managing Director and our brand partners, landlords, suppliers, customers and internal team. Beyond managing schedules and administrative matters, you will be expected to follow up on opportunities, coordinate projects, keep things moving and help the Managing Director stay focused on key business priorities.

This role is ideal for someone who is highly organised, resourceful, commercially minded and comfortable working in a fast-paced entrepreneurial environment.

Key Responsibilities

Executive Support

• Manage the Managing Director’s calendar, appointments, meetings and schedules.

• Coordinate internal and external meetings with brand partners, landlords, suppliers, customers and business partners.

• Prepare meeting agendas, notes, presentations, documents and follow-up action lists.

• Monitor and follow up on key tasks, deadlines and commitments.

• Draft emails, business correspondence, proposals and other communications.

• Help prioritise incoming requests and ensure important matters are followed through.

• Handle confidential business and executive information with discretion.

• Support the Managing Director in keeping track of key business priorities and deadlines.

Business Development & Partnerships

• Support the Managing Director in developing new business opportunities and partnerships.

• Assist with preparing proposals, presentations, quotations and partnership materials.

• Coordinate meetings and follow-ups with potential brand partners, landlords, corporate clients and other stakeholders.

• Maintain a clear pipeline of potential partnerships, locations and business opportunities.

• Follow up with leads and ensure opportunities are progressed in a timely manner.

• Conduct basic market research and competitor analysis.

• Identify potential brands, locations and partnership opportunities that may be relevant to Hypha.

• Assist in coordinating brand collaborations, corporate projects, events and other commercial initiatives.

Operations & Project Coordination

• Assist the Managing Director in coordinating key business projects and initiatives.

• Work closely with the operations, retail, marketing and logistics teams to ensure tasks are completed on time.

• Coordinate with suppliers, contractors, brand partners and other external parties.

• Track project timelines, deliverables and outstanding issues.

• Follow up with team members and external stakeholders on action items.

• Prepare simple reports, trackers and summaries to give management visibility of ongoing projects.

• Assist with new outlet launches, vending machine projects, events and other business initiatives.

Brand Partner & Stakeholder Management

• Maintain professional and positive relationships with Hypha’s brand partners and business stakeholders.

• Coordinate onboarding and follow-up with new F&B brands.

• Assist with partner communications, product information and operational requirements.

• Coordinate meetings, visits and collaborations with landlords, suppliers and potential partners.

• Represent Hypha professionally in communications with external stakeholders.

Administrative & Business Support

• Organise business documents, contracts, quotations, invoices and records.

• Maintain organised filing systems and trackers.

• Assist with basic administrative and finance-related coordination when required.

• Track important renewals, deadlines, payments and business commitments.

• Support preparation of management reports and business updates.

• Assist with other ad-hoc projects and tasks assigned by the Managing Director.

Requirements

• Diploma or Degree in Business Administration, Business Management, Marketing, Communications or a related field.

• Experience working in a startup, SME, F&B, retail or fast-paced business environment is an advantage.

• Strong organisational and time-management skills.

• Excellent written and verbal communication skills.

• Strong attention to detail and follow-through.

• Comfortable communicating with business owners, suppliers, landlords and senior stakeholders.

• Proficient in Microsoft Office / Google Workspace.

• Comfortable using spreadsheets, presentation tools and project management platforms.

• Able to manage multiple priorities and work with minimal supervision.

• A valid Singapore driving licence is an advantage but not essential.

We Are Looking For Someone Who Is

Proactive – You don't wait to be told what to do. You identify what needs to be done and take action.

Organised – You can keep track of multiple projects, conversations, deadlines and follow-ups without things falling through the cracks.

Resourceful – You are comfortable figuring things out and finding solutions in a growing business where not everything has a fixed process.

Commercially minded – You understand that every conversation with a brand, landlord, supplier or customer can create a business opportunity.

People-oriented – You are comfortable communicating with different people and building good working relationships.

Detail-oriented – You pay attention to the small things while keeping sight of the bigger picture.

Adaptable – You enjoy working in a fast-moving environment and are willing to take on different responsibilities as the business grows.

Key Performance Indicators

• Effective management of the Managing Director's schedule and priorities.

• Timely and accurate follow-up of meetings, tasks and business opportunities.

• Clear and organised tracking of partnerships, projects and business development leads.

• Successful coordination of projects, launches and business initiatives.

• Quality and accuracy of business documents, reports and presentations.

• Responsiveness and professionalism in dealing with stakeholders.

• Ability to identify and proactively resolve operational or administrative issues.

• Ability to help the Managing Director stay focused on high-priority business matters.

Why Join Hypha?

You will work closely with the founder and have direct exposure to how a growing Singapore business is built and operated.

This is not a purely administrative role. You will be involved in business development, brand partnerships, retail operations, marketing, new projects and strategic initiatives, giving you the opportunity to learn and contribute across different areas of the business.

As Hypha grows, there will be opportunities to take on greater responsibilities and progress into areas such as:

• Business Operations

• Business Development

• Partnerships

• Retail Operations

• Project Management

• Strategic Operations