Executive Assistant to Director (Operations & Growth)

About Modern Hippi

Modern Hippi is built on a simple idea: balance — between freedom and responsibility.

We are a fast-growing coffee brand operating across e-commerce, marketplaces, and B2B. We move fast, stay hands-on, and believe real learning comes from execution, not theory.

About the Role

This is not a traditional Executive Assistant role.

You won’t just manage calendars — you will help run the business.

You will work closely with the Director to:

• keep operations running smoothly
• ensure execution across teams
• support customer experience, fulfillment, and growth

If you want real exposure to how a business operates end-to-end, this role will accelerate you.

1. Executive & Administrative Support

• Manage the Director’s calendar, emails, and confidential documents.
• Coordinate meetings, take notes, and ensure follow-ups on action items.
• Maintain structured documentation and SOPs (OneDrive).
• Track tasks, timelines, and ensure execution across teams.
• Coordinate with government bodies, agents, and corporate secretaries on compliance and filings.

1. Customer Communications & Experience

• Manage customer communications across Shopify, Shopee, Lazada, TikTok, email, IG, and FB.
• Respond to enquiries with a consistent brand voice and timely resolution.
• Resolve issues (delivery delays, damaged/lost parcels, returns).
• Monitor and respond to customer reviews and ratings.

1. Operations & Fulfilment

• Oversee daily order fulfilment with the fulfilment team and logistics partners.
• Create shipping labels, track deliveries, and resolve issues.
• Manage returns and damaged shipments.
• Ensure availability of fulfilment materials and stock levels.
• Support B2B orders, invoicing, and inventory tracking.

1. Product Listings, Sales & Inventory

• Create and update listings across Shopify and marketplaces.
• Ensure accuracy, consistency, and strong visual presentation.
• Set up promotions, bundles, and campaigns.
• Track sales and inventory; ensure timely restocking.
• Prepare monthly reports.

1. Marketing & Product Launch Support

• Support product launches, packaging updates, and merchandise.
• Coordinate with design and social media teams.
• Assist in executing campaigns and promotions.

1. Recruitment & HR Support

• Post roles and support candidate screening.
• Coordinate interviews and onboarding.
• Maintain HR documentation and records.

1. Global Expansion & Marketplace Growth

• Research international markets and competitors.
• Support Amazon store setup and management.
• Manage listings, campaigns, and performance improvements.

Who This Role Is For

You will thrive if you:

• Are hands-on and execution-focused
• Are organized and detail-oriented
• Follow through without needing reminders
• Can handle multiple tasks across different areas
• Want exposure to operations, marketing, and business growth

You will struggle if you:

• Prefer fixed routines and narrow job scopes
• Avoid operational or repetitive tasks
• Need constant supervision

• Monday to Friday: 9:00 AM – 6:00 PM
• Saturday: 11:00 AM – 3:00 PM
• Sunday & Public Holidays: Off

Pre-Screening Questions (Mandatory)

• [email protected]

1. Are you comfortable handling both administrative work and hands-on operational tasks daily? (Yes/No)
2. Are you willing to take full ownership of tasks and follow through without reminders? (Yes/No)
3. Are you able to commit to Saturday working hours consistently? (Yes/No)
4. A customer complains about a delayed order. What would you do to resolve it the same day? (Max 3–4 lines)
5. Describe a situation where you had to manage multiple tasks and ensure nothing was missed. (Max 3–4 lines)
6. Are you intentionally applying for a high-responsibility, fast-learning role rather than a routine job? (Yes/No)

Final Note

We read every application carefully — but only candidates who follow instructions and answer the questions thoughtfully will be considered.