Administrative & Finance Executive Assistant

Job description

ABOUT LUMILENS At Lumilens we are building the critical photonics infrastructure that powers tomorrow’s AI supercomputing. From chip-to-chip optical interconnects to scalable photonic engines, Lumilens is unlocking a new era of computing - faster, cooler, and massively more efficient. We’re a well-funded startup backed by Mayfield and led by veterans who’ve built and scaled some of the most transformative technologies in the industry. At Lumilens, we’re developing high-speed photonics products purpose-built to power the future of AI infrastructure and high-performance computing. This isn’t incremental innovation, it’s a ground-floor opportunity to rethink the optical layer from the silicon up. You’ll work alongside a team of world-class engineers solving some of the hardest challenges in scaling optical systems. If you're looking for mission, momentum, and the chance to make an outsized impact, jump on the rocket ship. We’re just getting started. Job Description We are seeking a highly organized and proactive Administrative & Finance Executive to serve as the primary operational support resource for our Singapore office. The successful candidate will act as the central point of coordination for office administration, finance support, vendor management, HR coordination, and cross-border operations. The ideal candidate is hands-on, detail-oriented, resourceful, and comfortable working independently in a fast-growing technology company. Finance & Accounting Coordination (Singapore & Cross-Border) - Prepare supporting documentation for bank payments and expense reimbursements - Process vendor invoices, payment requests, accurately and on time - Coordinate with Singapore General Manager, US Head of Finance, and China branch representatives on finance matters - Coordinate with external accounting firms for bookkeeping and statutory submissions - Support month-end closing, audit preparation, and financial reporting documentation Office Administration - Oversee day-to-day office operations and ensure smooth functioning - Manage office supplies, procurement, facilities maintenance, and cleaning services - Liaise with building management and external service providers - Organize confidential company documentation and maintain proper filing systems - Handle travel arrangements and logistic arrangements when required HR & Employment Administration - Assist with job postings, interview scheduling, and candidate coordination - Prepare onboarding documentation and maintain employee records - Coordinate payroll inputs with external payroll providers - Support MOM submissions, work pass applications, and CPF-related matters - Ensure compliance with Singapore employment practices and company policies - Reception & General Office Support - Manage calls, mail, and courier services - Greet visitors and coordinate meeting room arrangements - Provide general administrative support to management and engineering team HR & Employment Administration - Diploma or Degree in Business Administration, Accounting, Finance, HR or related discipline - Minimum 3–5 years of relevant experience in administrative and finance support roles - Strong written and oral communication skills in both English and Chinese - High level of accuracy and attention to detail - Proficient in Microsoft Office (Excel, Word, Outlook) - Prior experience in SME or multi-country coordination environment preferred - Basic accounting knowledge and familiarity with finance processes - Experience working with external accounting or payroll vendors is an advantage - Experience with accounting software (e.g., Xero) is advantageous - Good understanding of Singapore employment practices and statutory compliance preferred Benefits: - CPF, annual leave and public holidays - Full corporate insurance coverage - Convenient working location (walking distance from Tai Seng MRT What We Offer - Competitive salary commensurate with experience - Comprehensive benefits package including health insurance - Professional development opportunities and certification support - Access to cutting-edge photonics technology and advanced packaging environments - Collaborative work environment with cross-functional teams solving complex engineering challenges *Lumilens is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, identity, orientation, veteran status, disability, or any other legally protected status.