Executive Assistant - Group HQ (Rapid Group)

Location: Singapore

Brands: Rapid Physiocare | Rapid Pilates | RAPIDÉ

Employment Type: Full-Time

The Rapid Group is strengthening its headquarters operations and is seeking a highly dependable Executive Assistant to support all backend functions across the organisation. This role works closely with the Group Manager (GM) and plays a critical part in ensuring the entire Group operates with precision, structure, and consistency.

About the Role

This role anchors the administrative and operational backbone of Rapid Group HQ. You will support the GM across daily coordination, documentation, accounts-related tasks, and cross-brand communication. Your work will directly influence the efficiency and integrity of our operations across physiotherapy clinics, Pilates studios, and the RAPIDÉ wellness division.

Key Responsibilities

1. Administrative & Operational Support

\t• \tManage day-to-day HQ administration, scheduling, and correspondence.

\t• \tMaintain structured digital filing systems and ensure documents are updated and accessible.

\t• \tPrepare reports, summaries, templates, and operational documents for Group use.

2. Finance & Accounts Coordination

\t• \tWork closely with the accountant on invoicing, reconciliations, vendor payments, and basic bookkeeping.

\t• \tTrack staff claims, purchases, operational spending, and monthly billings.

\t• \tSupport the GM with finance-related documentation and timelines.

3. HR & Compliance Support

\t• \tAssist with onboarding files, HR records, staff documentation, and compliance checklists.

\t• \tCoordinate with HR and clinic teams to maintain accurate employee data and operational logs.

4. HQ Process & System Management

\t• \tStandardise SOPs, templates, and workflows to improve efficiency across all brands.

\t• \tSupport inventory, asset tracking, and backend logistics.

\t• \tEnsure seamless communication across HQ, clinical teams, Pilates, and RAPIDÉ.

5. Project & Meeting Coordination

\t• \tAssist the GM with project follow-ups, timelines, and status updates.

\t• \tPrepare meeting agendas, minutes, and action trackers.

\t• \tCoordinate internal projects across multiple brands.

Key Qualities We Expect

\t• \tHighly organised and structured - keeps HQ operations tight, systematic, and consistent.

\t• \tStrong ownership - manages tasks end-to-end and updates the GM proactively.

\t• \tTrustworthy & discreet - handles confidential information with full integrity.

\t• \tClear communicator - concise, professional, and accurate in all interactions.

\t• \tDetail-oriented - ensures precision in documents, numbers, schedules, and follow-ups.

\t• \tOperationally strong - anticipates the GM's needs and prepares ahead.

\t• \tProcess-driven - enjoys refining SOPs, tightening workflows, and improving efficiency.

\t• \tReliable under pressure - steady, fast, and dependable in a high-performance environment.

\t• \tTech-savvy - comfortable with digital tools, cloud systems, and multi-brand coordination.

\t• \tTeam-focused - works smoothly with the GM, accountant, HR, and clinics.

Why Join Us

You will be part of a growing healthcare and wellness organisation built on clinical excellence, precision, and trust. This role is critical to the Group's expansion and offers a clear pathway to grow into a senior operations role.