Executive Assistant & Office Manager

The Role:

Nebius is growing quickly in Asia Pacific and Japan, and our Singapore office is the regional base for our go-to-market team. We are looking for a senior Executive Assistant and Office Manager who will be the right hand to the APJ General Manager, the operational backbone of the Singapore office, and a trusted partner to the Sales and GTM teams on the ground.

This is a hybrid role with three equal pillars: high-level executive support, hands-on office and workplace management, and day-to-day commercial support for the in-region sales and GTM organisation. You will free the GM to focus on growing the business, help the sales team move faster, and make sure colleagues and visitors experience a well-run, welcoming workplace.

Responsibilities:

Executive support to the APJ General Manager

• Manage the GM's calendar, prioritising meetings across APJ, EMEA and US time zones.
• Coordinate complex regional and international travel, including itineraries, visas, expenses and logistics.
• Prepare meeting materials, agendas, briefing notes and follow-up actions.
• Screen and manage correspondence, acting as a trusted point of contact for internal and external stakeholders, including customers, partners and senior visitors.
• Support the GM's leadership meetings, offsites, customer events and regional business reviews.
• Handle expense reports, invoices and other administrative tasks for the GM.
• Handle confidential information with the highest level of discretion.

Sales and GTM team support

• Act as the first point of contact for the Singapore-based Sales, Partnerships and GTM teams, coordinating requests for information and support.
• Support CRM hygiene (Salesforce/HubSpot): data entry, report generation and pipeline tracking, in partnership with Sales Operations.
• Coordinate the preparation of proposals, contracts and client-facing materials, and liaise with Finance, Legal and Operations on order processing and accuracy.
• Assist with weekly and monthly sales performance reports, dashboards and KPI tracking, and help prepare leadership presentations.
• Organise customer meetings, executive briefings, workshops and on-site visits, including room, catering, hospitality and visitor logistics.
• Plan and run team events, offsites, kick-offs and regional GTM gatherings.
• Support onboarding of new sales and GTM hires, including desk, access, equipment, system access, training schedules and materials.
• Manage team communication channels (email, Slack) for announcements and updates, and provide ad-hoc support for strategic initiatives.

Office management and operations

• Oversee the day-to-day operations of the Singapore office.
• Manage relationships with landlords, building management and service providers, holding them to agreed service levels.
• Coordinate maintenance and facilities issues, and escalate and resolve them promptly.
• Manage office access, visitor protocols, and mail and courier handling.
• Support seating plans, space usage and small-scale office improvements as the team grows, including future expansion or relocation planning.

Safety, security and compliance

• Maintain a safe, secure and compliant office, including emergency procedures, fire safety, first aid and evacuation drills.
• Coordinate with building management on security and access control.
• Support business continuity and incident response for the Singapore office.
• Keep records and documentation in line with local regulations (including MOM requirements) and Nebius policies.

Employee experience

• Create a welcoming environment for colleagues and visitors, from arrival to day-to-day service.
• Host visits from global colleagues and coordinate their travel and workplace needs.
• Partner with HR and IT on new joiner readiness.
• Collect feedback and suggest improvements to the workplace experience.

Budget, vendors and reporting

• Manage the Singapore office budget, including purchase orders, invoice processing, cost tracking and forecasting support.
• Work with Finance and Procurement on vendor onboarding, contracts and renewals.
• Track office KPIs, recurring issues and costs, and report to the GM and the global Workplace team.

Stakeholder collaboration

• Work closely with HR, IT, Security, Finance, Legal, Sales Operations and global Real Estate & Workplace teams.
• Act as the Singapore workplace representative in regional and global initiatives.
• Communicate proactively about office changes, disruptions and events.

What we expect you to have

• 8+ years of experience as an Executive Assistant, Office Manager or similar, ideally supporting senior or C-suite leaders.
• Experience managing office operations, vendors and facilities in Singapore or the wider APAC region.
• Experience supporting a sales or commercial team, with working knowledge of CRM tools (Salesforce, HubSpot) and sales reporting.
• Strong organisational skills and the ability to prioritise competing demands independently in a fast-paced environment.
• Excellent written and spoken English, with the ability to build trust at all levels, from the C-suite to customers and visitors.
• High discretion, maturity and sound judgement with confidential and sensitive information.
• Proficiency in Microsoft 365 (especially Excel, PowerPoint and Outlook) and comfort with budgets, purchase orders and basic financial tracking.
• A calm, proactive, service-minded and 'can-do' approach, including in high-pressure situations.
• Flexibility to work across time zones when needed.

Added bonus:

• Experience in tech, scale-up, start-up or hypergrowth companies.
• Experience supporting a leader across multiple countries in a regional or multinational environment.
• Experience supporting an office opening, expansion or relocation.
• Familiarity with Slack, Confluence, Jira, and expense or procurement tools.
• Knowledge of Singapore workplace regulations (e.g. MOM requirements, workplace safety) and the local vendor landscape.
• Additional languages relevant to APJ (e.g. Japanese, Mandarin, Bahasa).
• Bachelor's degree in business administration, hospitality, facilities management or a related field.