Executive Assistant & Office Manager

About the Position

Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure.

We are looking for a Senior Executive Assistant & Office Manager to join our Singapore office, the regional base for our go-to-market team. 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.

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.
• 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.
• Support CRM hygiene (Salesforce/HubSpot): data entry, report generation and pipeline tracking.
• Coordinate the preparation of proposals, contracts and client-facing materials, and liaise with Finance, Legal and Operations.
• 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.
• Plan and run team events, offsites, kick-offs and regional GTM gatherings.
• Support onboarding of new sales and GTM hires.
• Manage team communication channels 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.
• 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.
• 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 and Nebius policies.

Employee Experience

• Create a welcoming environment for colleagues and visitors.
• 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.

Requirements

• 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.
• 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.

Nice to Have

• 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 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.

We Offer

• Competitive compensation
• Career growth and learning opportunities
• Flexibility and ownership
• Collaborative and innovative culture
• Opportunity to work on impactful AI projects
• International environment and talented teams

About the Company

Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure.

Built by engineers, for engineers. From large-scale GPU orchestration to inference optimization, we own the hard problems across compute, storage, networking and applied AI.

Listed on Nasdaq (NBIS) and headquartered in Amsterdam, we have a global footprint with R&D hubs across Europe, the UK, North America and Israel. Our team of 1,500+ includes hundreds of engineers with deep expertise across hardware, software and AI R&D.

What's it like to work at Nebius:

Fast moving - Bold thinking - Constant growth - Meaningful impact - Trust and real ownership - Opportunity to shape the future of AI

Equal Opportunity Statement:

Nebius is an equal opportunity employer. We are committed to fostering an inclusive and diverse workplace and to providing equal employment opportunities in all aspects of employment. We do not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, ancestry, age, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.

Applicants must be authorized to work in the country in which they apply and will be required to provide proof of employment eligibility as a condition of hire.

If you need accommodations during the application process, please let us know.