Executive Assistant To Director

Executive Assistant to Luke Client & Calendar Management

Role Overview

We are looking for an organised, proactive and client-focused Executive Assistant to Luke who will work closely with the existing EA to manage Luke’s client interactions, appointments and calendar.

The person will initially shadow the existing EA, understand Luke’s workflows and scheduling preferences, and subsequently serve as the backup EA, ensuring continuity of responsibilities when required. The role will also provide backup support for HN consult management, including coordination with Head Nutritionists, clients and the relevant internal teams.

A key responsibility will be managing and coordinating calls and appointments between Luke and existing program clients, while ensuring smooth and timely management of HN consults when backup support is required.

Key Responsibilities

1. Client & Call Management

• Manage requests from existing program clients for calls, follow-ups and appointments with Luke.
• Assess the urgency of requests and coordinate with relevant internal teams before scheduling.
• Schedule, confirm and follow up on client calls and maintain accurate records.
• Coordinate with Wellness Ambassadors, Sales, Operations and Consult teams as required.
• Handle client communication with a kind, compassionate, professional and assertive approach.
• Escalate sensitive or urgent matters appropriately and ensure timely resolution.

2. Luke's Calendar & Appointment Management

• Manage and coordinate Luke’s calendar, appointments, calls and meetings.
• Plan schedules in advance and identify potential conflicts or gaps.
• Manage rescheduling, cancellations, waitlists and last-minute changes.
• Prioritise appointments based on urgency and client requirements.
• Keep Luke informed of his schedule, important client calls and changes.
• Ensure appointments are properly confirmed and all required payments/information are completed.

3. Backup to Existing EA

• Shadow the existing EA and learn all relevant processes, systems and workflows.
• Serve as the backup EA during leave, emergencies or periods of high workload.
• Ensure seamless continuity of client and calendar management.
• Maintain clear handovers and follow-up on pending requests.

4. HN Consult Management – Backup Support

• Manage HN consults as a backup when required.
• Coordinate with Head Nutritionists regarding availability and consultation slots.
• Respond to consult queries and reach out to clients who have booked consultations.
• Assist clients with PDMR completion and send required reminders.
• Coordinate rescheduling/cancellations and ensure all relevant details are updated in the CRM.

5. Administrative & Operational Support

• Coordinate meetings between Luke and internal/external stakeholders.
• Send calendar invites and maintain relevant trackers using Google Sheets and CRM systems.
• Monitor appointment-related issues and coordinate with the Technology/Operations teams for resolution.
• Follow up on pending actions and proactively highlight challenges with possible solutions.
• Maintain confidentiality of client and business information.
• Participate in relevant team meetings, reviews and training.

6. Event & Business Development Support

• Coordinate events, talks, webinars and shoots involving Luke.
• Coordinate dates and timings with Luke and relevant teams.
• Send calendar invites and maintain event-related information.
• Support post-event follow-ups and lead coordination where required.

Key Skills & Competencies

• Excellent organisation and time-management skills.
• Strong communication and client-handling abilities.
• High attention to detail and strong follow-up skills.
• Ability to manage multiple priorities and last-minute changes.
• Proactive, solution-oriented and accountable.
• Comfortable working with calendars, Google Sheets, CRM and other digital tools.
• Ability to handle confidential information with discretion.

Experience

• Experience as an Executive Assistant, Personal Assistant, Client Coordinator, Operations Coordinator or similar role preferred.
• Experience managing calendars, appointments and client communication will be an advantage.