Personal Assistant / Executive Assistant

Hex Trust is a fully-licensed and insured digital asset custodian. Led by veteran banking technologists and award-winning financial services experts, Hex Trust has built Hex Safe, a proprietary bank-grade platform that delivers solutions for digital asset protocols, foundations, financial institutions, and the Web3 ecosystem. Hex Trust has offices in Singapore, Hong Kong, Dubai, Italy, and Vietnam.

Position Summary

The Personal Assistant / Executive Assistant provides high-level personal and administrative support to executive leadership. In this role, you will manage daily executive operations, complex scheduling, travel arrangements, and key communications, while also maintaining efficient day-to-day administrative support for the office.

This role requires a proactive, highly organized individual who excels at multitasking, executive assistance, and seamless operational support.

Duties & Responsibilities

1. Executive Support & Partnership (EA Scope)

• Calendar & Time Management: Manage and optimize the executive’s complex calendar, prioritizing high-value engagements and managing competing requests.
• Strategic Communication: Serve as the primary point of contact and gatekeeper between executive leadership, internal teams, board members, and external stakeholders.
• Meeting & Board Prep: Organize executive, leadership, and Board of Directors meetings. Draft agendas, compile presentation decks, record meeting minutes, and track follow-up action items.
• Travel & Expense Management: Coordinate complex international/domestic travel itineraries, logistics, visas, and manage executive expense reconciliation.
• Project Tracking: Lead or assist with strategic special projects on behalf of the executive, ensuring deliverables stay on timeline.

2. General Administrative & Office Support

• Administrative Support: Provide day-to-day administrative support across office functions, assisting team members and maintaining organized office procedures.
• Office Coordination: Assist with physical and virtual office logistics, supplies ordering, facilities coordination, and vendor communications.
• Workflow Maintenance: Support the upkeep of standardized administrative workflows, filing systems, and document management systems.
• Expense & Invoice Processing: Assist with office expense tracking, invoice processing, and routine administrative purchasing.
• Cross-Functional Collaboration: Partner with HR, IT, Finance, and Legal to streamline employee onboarding/offboarding, IT asset distribution, and company policy compliance.

Requirements

• Experience: 2–4+ years of experience in a Personal Assistant, Executive Assistant, or Administrative Assistant role.
• Organizational Skills: Strong administrative capability, experience coordinating schedules and travel, and solid attention to detail.
• Technical Proficiency: High mastery of executive tools (Google Workspace, Microsoft 365, Slack, Zoom) and project management software (Asana, Notion, Monday.com, or similar).
• Communication: Exceptional written and verbal communication skills; ability to interact confidently with high-level stakeholders and board members.
• Discretion: Absolute integrity and experience handling sensitive, confidential business data.

Candidates who do not tick all the boxes are still encouraged to apply, those with less experience will still be considered for the position but with an adjustment to the level of seniority.

Benefits

As one of the leading Web3 innovators, Hex Trust offers a front-row seat in the ever-changing blockchain & crypto industry. We genuinely believe that people are our greatest asset, and invest heavily so they’re best prepared to support our mission to unlock ownership in decentralized markets! You will be joining a company that is always committed to creating a supportive & inclusive environment that promotes personal and professional growth that furthers your success and drives innovation, collaboration, and passion in the blockchain space.

At Hex Trust, we are proud of our H.E.X. culture:

• Heart
• Empowerment
• Xcellence

Join us at Hex Trust and not only can you look forward to working with blockchain professionals to build the decentralized future, but also:

• Competitive Salaries & Bonuses
• Generous Amounts of Paid Time Off (incl. leave for Birthdays, Work Anniversary, and Mental Health etc.)
• Access to Corporate Discounts and exclusive Employer Perks
• Medical & Retirement Plans
• Professional Learning and Development Opportunities
• Elevate your work using cutting-edge technology
• Fun & friendly office spaces in Hong Kong, Singapore, Dubai and Vietnam
• Regular company & social events

Hex Trust is an equal-opportunity employer devoted to diversity and inclusion in the workplace. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status or disability status.