Polynomials Hiring! Full Time Executive Assistant and Project Coordinator (Part-Time - Internship) in Southeast (Singapore) - Ricebowl

Location: Singapore | Hybrid / Partly WFH

Employment Type: Part-Time / Internship

Reports to: CEO

ABOUT THE ROLE

We’re looking for a resourceful and organised Executive & Project Assistant to work directly with the CEO across day-to-day executive support, project implementation, meetings and workshops.

This isn't a purely administrative PA role. While you'll help manage calendars, communications and coordination, you'll also be involved in turning ideas and plans into actual execution — keeping projects moving, following up on action items, coordinating with different parties and helping prepare for meetings and workshops.

The role is suitable for someone looking for meaningful exposure to how a CEO works across multiple projects and priorities, while still wanting the flexibility of a part-time or internship arrangement.

You'll work from home for much of the role, with in-person attendance required when there are meetings, workshops or other activities that need on-site support.

RESPONSIBILITIES

Executive Support

• Manage and coordinate the CEO's calendar, meetings and appointments
• Assist with emails, messages and other communications where required
• Coordinate meetings with internal and external stakeholders
• Prepare agendas, notes, documents and other meeting materials
• Keep track of follow-ups and make sure important action items don't fall through the cracks
• Help organise information, documents and priorities so things are easy to find and act on

Project & Implementation Support

• Support the CEO on various ongoing agentic AI and software projects and initiatives
• Translate discussions and plans into clear tasks, timelines and next steps
• Track project progress, deadlines and outstanding action items
• Follow up with team members, vendors, partners and other stakeholders
• Conduct basic research and consolidate findings where required
• Assist with coordinating actual implementation rather than simply documenting plans
• Identify outstanding issues and proactively flag things that need attention

You won't necessarily be expected to know how to do everything yourself. What matters is being able to figure out what needs to happen next, find the right information or person, and help move things forward.

Trainings, Workshops and Meetings

• Help prepare presentation decks, worksheets, handouts and other workshop materials
• Coordinate venues, equipment, refreshments and other logistics where necessary
• Assist with physical setup before workshops and meetings
• Be present during selected sessions to provide logistical and administrative support
• Capture action items and assist with post-session follow-up
  

WHO WE'RE LOOKING FOR

You may be a university/polytechnic student, recent graduate, freelancer or a homemaker looking for a flexible part-time role.

More importantly, you're someone who:

• Is organised and good at keeping track of multiple moving pieces
• Communicates clearly and professionally
• Is comfortable working independently without constant supervision
• Takes initiative instead of waiting for detailed instructions for every task
• Is reliable with follow-ups and deadlines
• Can switch comfortably between administrative work and project work
• Is comfortable communicating with different stakeholders
• Is reasonably proficient with common productivity tools such as Google Workspace, Microsoft Office and/or similar platforms
• Is willing to learn new tools and use AI/productivity tools to work more efficiently
• Is comfortable working directly with a CEO in a fast-moving environment

YOU'LL PROBABLY ENJOY THIS ROLE IF..

You like being the person who makes things happen.

You're comfortable receiving something like:

“We need to get this workshop organised next month”

…and then working out what needs to be prepared, what information is missing, who needs to be contacted, what deadlines need to be tracked and what the CEO needs to make a decision on.

You don't need everything to come with a detailed SOP before you can get started.

WORKING ARRANGEMENT

This is a hybrid and flexible role.

Much of the work can be completed remotely, so you won't be expected to come into an office simply for the sake of being physically present.

However, you should be based in Singapore and available to attend in-person meetings, workshops and other activities when required.

The role may therefore suit someone who values flexibility but can accommodate occasional scheduled in-person commitments.