Executive Assistant

RESPONSIBILITIES

• Provide full spectrum executive secretarial and administrative support to the CEO and Regional Managing Director.
• Manage complex calendars, schedule appointments, coordinate meetings, and ensure effective time management for senior management.
• Coordinate local and overseas travel arrangements, including flight bookings, accommodation, transportation, visa applications, and itinerary preparation.
• Prepare professional presentations, reports, executive summaries, meeting materials, and business correspondence.
• Organize and coordinate internal and external meetings, conferences, and corporate events.
• Prepare meeting agendas, record minutes, track action items, and follow up on deliverables.
• Screen and manage incoming emails, phone calls, and correspondence with a high degree of confidentiality and professionalism.
• Consolidate reports and information from various departments for management review and decision-making.
• Maintain accurate filing systems, records, and documentation, both physical and electronic.
• Liaise with internal stakeholders, external business partners, vendors, and regional offices.
• Support business projects, initiatives, and ad-hoc assignments as required.

REQUIREMENTS

• Minimum 3 years of relevant experience supporting C-suite executives or senior management.
• Strong experience in executive administration, calendar management, travel coordination, and stakeholder management.
• Advanced proficiency in Microsoft 365 applications, particularly: Outlook for email and calendar management, PowerPoint for creating professional executive presentations and board materials, Excel for data tracking, reporting, analysis, and spreadsheet management and Word for preparing business correspondence, reports, and documentation.
• Familiarity with Microsoft Teams, SharePoint, and OneDrive is an advantage.
• Comfortable leveraging AI-powered productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar solutions) to enhance research, content preparation, reporting, and administrative efficiency.
• Excellent written and verbal communication skills in English. Proficiency in Chinese is an advantage to facilitate communication with regional offices and business partners.
• Strong attention to detail, discretion, professionalism, and ability to handle confidential information.
• Highly organized with excellent time management and multitasking abilities.
• Resourceful, proactive, and able to work independently in a fast-paced environment.
• Strong interpersonal skills with the ability to engage effectively with stakeholders across all levels of the organization.
• Positive attitude, adaptability, and willingness to take ownership of responsibilities.