Oon & Bazul is one of Singapore's leading disputes-only law firms, acting in complex, high-value litigation, arbitration, fraud, insolvency and cross-border disputes. As the firm enters its next stage of growth, we are building an Executive Office to support the Managing Partner and to bring command, discipline and follow-through to the firm's leadership function.
We are recruiting for two distinct roles. They are deliberately different in seniority, judgment and scope, and are designed to operate as a single unit.
- Head of the Executive Office — a high-trust, senior strategic partner to the Managing Partner.
- Executive Administration Coordinator — responsible for the operational and administrative excellence of the Executive Office, reporting to the Head of the Executive Office.
Role 1 — Head of the Executive Office
The role
This is not a traditional executive assistant position. It is the most trusted operational role in the firm. You will run the Managing Partner's office, hold the full picture of his commitments and priorities, and ensure that nothing of importance is missed.
The role requires exceptional judgment, initiative and discretion. You will operate at the centre of the firm's leadership, coordinating across partners, lawyers, finance and support functions, and carrying the Managing Partner's delegated authority. You will be expected to think independently, form your own view, and challenge the leadership. That licence is real and it is expected, not merely permitted.
What you will own
- Run the Managing Partner's Executive Office end to end, ensuring competing priorities are coordinated and nothing falls through the cracks.
- Own inbox triage and escalation: filter the Managing Partner's email and communications, handle or route what you can, and escalate only what genuinely requires his judgment, with the relevant context already assembled.
- Anticipate needs, solve problems before they reach him, and remove obstacles ahead of time rather than reporting them after.
- Manage calendar, meetings, travel and key commitments with sound judgment, protecting his time against low-value demands.
- Ensure deadline and deliverable items, including matters requiring his approval, are tracked and given the same visibility as meetings.
- Prepare high-quality correspondence, presentations, briefing papers and executive communications to a consistently high standard.
- Track strategic initiatives, decisions and follow-up actions across the firm, and drive them to completion by holding others accountable on the Managing Partner's behalf.
- Hold institutional and relational memory: know the context, the history and the people, so the Managing Partner does not have to carry all of it himself.
- Support business development, professional engagements and the Managing Partner's external profile.
- Use AI and technology aggressively to increase the Managing Partner's leverage and the effectiveness of the Executive Office.
- Provide discreet support on defined confidential business and personal matters directly connected to the Managing Partner's role, exercising complete confidentiality.
What we are looking for
Someone who naturally operates at a high level and has the presence and standing to be heard by senior people, including the Managing Partner. The ideal candidate:
- anticipates rather than reacts, and takes ownership without being asked
- exercises excellent judgment and knows what matters and what does not
- has the confidence and credibility to challenge, push back and say no when warranted
- communicates with clarity, authority and discretion
- is exceptionally organised and holds detail without losing the bigger picture
- thrives in a fast-paced, high-performance environment and stays calm under pressure
- embraces technology and AI to work smarter
- consistently delivers work of the highest standard
Experience and qualifications
- Significant experience (typically 10 years or more) supporting senior leaders as a chief of staff, senior executive partner, or in a comparable high-trust role, preferably within legal or professional services or another demanding environment.
- A track record of exercising independent judgment and managing upward, not merely administering.
- Outstanding written and verbal communication skills.
- Strong stakeholder management and the presence to coordinate senior professionals.
- Advanced proficiency in Microsoft Office and confident, practical use of AI tools.
- Degree or equivalent professional experience. Maturity and judgment matter more than formal credentials.
Role 2 — Executive Administration Coordinator
The role
The Executive Administration Coordinator provides the operational and administrative backbone of the Executive Office, ensuring the smooth day-to-day running of a fast-paced disputes practice. You will work closely with, and report to, the Head of the Executive Office, coordinating the administrative, logistical and organisational matters that allow the Executive Office to operate seamlessly.
What you will own
- Coordinate diaries, meetings, travel, logistics and executive schedules.
- Prepare documents, meeting materials, correspondence and administrative records to a consistently high standard.
- Support billing, expense claims and reimbursements at the coordination and preparation stage, working with the finance team, which retains control and execution of all financial processing.
- Maintain organised electronic and physical filing systems with accuracy and confidentiality.
- Coordinate internal meetings, action trackers, events and executive projects.
- Use AI and technology to improve efficiency and streamline administrative processes.
- Provide reliable administrative support across confidential matters and ad hoc projects.
What we are looking for
- Highly organised, meticulous and accurate.
- Takes pride in high-quality work and manages multiple priorities calmly.
- Proactive, dependable and resourceful.
- Communicates professionally with people at all levels.
- Embraces technology and AI to improve how they work.
Experience and qualifications
- At least 3 years' experience in executive administration, legal secretarial or executive support, preferably within legal or professional services.
- Excellent organisational and communication skills.
- Strong Microsoft Office proficiency and confidence using AI tools such as ChatGPT, Copilot or similar.
- Experience with legal practice management systems is an advantage.