JOB SUMMARY

We are seeking a highly organized, proactive, and trustworthy Executive Assistant cum admin to provide comprehensive administrative, executive, and coordination support.

The successful candidate will work closely with the Managing Director to manage daily schedules, business communications, meetings, travel arrangements, documents, follow-ups, and confidential matters.

This position requires a high level of discretion, professionalism, attention to detail, initiative, and adaptability, as the Executive Assistant will be exposed to confidential business and personal information and may be required to handle both professional and personal administrative matters.

KEY RESPONSIBILITIES

1. Executive Support

• Manage the Managing Director's daily calendar, appointments, meetings, and commitments.
• Coordinate and prioritize meetings and appointments according to business requirements.
• Screen and manage correspondence, emails, calls, and messages when required.
• Prepare meeting materials, presentations, reports, letters, and other documents.
• Maintain an organized filing and document management system.
• Track important deadlines, follow-ups, renewals, appointments, and outstanding matters.
• Proactively remind and follow up with the Managing Director on pending matters.

2. Meeting & Communication Coordination

• Arrange internal and external meetings with clients, suppliers, business partners, professional advisors, and other stakeholders.
• Coordinate meeting venues, schedules, materials, and logistics.
• Prepare agendas and take meeting minutes where required.
• Follow up on action items and ensure agreed tasks are completed.
• Liaise professionally with internal and external parties on behalf of management.

3. Business & Administrative Support

• Assist the Managing Director with day-to-day business and administrative matters.
• Coordinate with different departments and follow up on outstanding tasks.
• Prepare and compile information, reports, schedules, and presentations.
• Conduct research and provide relevant information as requested.
• Assist with company projects, events, business arrangements, and special assignments.
• Coordinate with external service providers, consultants, banks, professional firms, and other business contacts when required.

4. Travel & Business Trip Coordination

• Arrange domestic and overseas business travel, including:FlightsHotelsTransportationMeeting schedulesTravel itinerariesSupporting documents
• Coordinate appointments and meetings during overseas business trips.
• Ensure all travel arrangements are organized and communicated clearly.
• Handle last-minute changes or urgent travel arrangements when required.

5. Confidential & Sensitive Matters

• Handle confidential company, financial, business, employee, client, and personal information with strict discretion.
• Maintain confidentiality at all times.
• Exercise good judgment when dealing with sensitive matters.
• Ensure confidential documents and information are properly stored and protected.
• Communicate sensitive matters to the Managing Director promptly and professionally.

6. Personal Administrative Assistance

Where required, assist the Managing Director with personal administrative matters, including:

• Managing personal appointments and schedules.
• Making reservations and arrangements.
• Coordinating personal errands and purchases.
• Arranging appointments and services.
• Assisting with personal travel arrangements.
• Handling other reasonable administrative requests.

7. Finance & Documentation Support

• Assist with preparation and organization of invoices, receipts, expense claims, and payment-related documents.
• Maintain proper records of business and management expenses.
• Liaise with accountants, banks, auditors, corporate secretarial firms, lawyers, and other professional advisors when required.
• Assist in preparing documents required for business transactions, applications, and submissions.

8. Office & Event Coordination

• Assist in organizing corporate meetings, dinners, events, and business functions.
• Coordinate logistics, invitations, venues, transportation, and other arrangements.
• Assist with office administration and coordination when required.
• Support management during important meetings, events, and business engagements.

9. Ad-Hoc & Special Projects

• Undertake special projects and assignments as directed by the Managing Director.
• Assist with urgent or time-sensitive matters.
• Take initiative to identify potential issues and resolve administrative matters before they become problems.
• Perform other reasonable duties assigned by management.

REQUIREMENTS

Education

• Diploma or Degree in Business Administration, Management, Secretarial Studies, or a related discipline preferred.

Experience

• Minimum 2-5 years of relevant experience as an Executive Assistant, Personal Assistant, Secretary, Management Assistant, or similar role.
• Experience supporting senior management is an advantage.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong coordination and follow-up abilities.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Able to manage multiple priorities and work under pressure.
• Able to work independently with minimal supervision.
• Strong problem-solving skills and initiative.
• Professional and presentable manner.
• Mature, reliable, responsible, and trustworthy.
• Able to handle confidential information with a high degree of discretion.
• Flexible and adaptable to changing priorities.

Language

• Good command of spoken and written English and Chinese
• Ability to communicate in Mandarin or other languages is an advantage, particularly when dealing with Chinese-speaking clients, suppliers, or business partners.