Key Responsibilities
Executive Support
- Manage the Director's daily calendar, appointments and business schedule.
- Coordinate meetings, prepare agendas and follow up on action items.
- Screen emails, calls and correspondence, ensuring timely responses.
- Organize business trips including flights, accommodation, transportation and visa applications.
- Handle confidential documents and sensitive business information with discretion.
Business Coordination
- Liaise with internal departments to ensure smooth communication and timely execution of tasks.
- Coordinate with clients, consultants, suppliers and subcontractors when required.
- Track important deadlines, submissions and project milestones.
- Assist in preparing reports, meeting materials and presentation slides.
Administrative Support
- Prepare business letters, quotations and various corporate documents.
- Maintain proper filing and document management systems.
- Assist with expense claims, purchase requests and general office administration.
- Support HR and Finance with administrative coordination when required.
Business Development Support
- Assist in arranging client meetings and business events.
- Conduct basic market research and gather business information.
- Follow up on enquiries and business correspondence.
- Support occasional overseas business trips and exhibitions when required.
Digital & AI Productivity
- Organize digital files and cloud documents.
- Use Microsoft Office, Google Workspace and AI tools (such as ChatGPT or Microsoft Copilot) to improve productivity.
- Assist in preparing professional reports and presentations.
Ad-hoc Duties
- Support the Director in daily business operations.
- Handle urgent assignments independently.
- Assist with occasional personal administrative matters while maintaining strict confidentiality.
Requirements
- Diploma or Bachelor's Degree in Business, Administration, Management, Communications or related disciplines.
- Fresh graduates are welcome to apply.
- Candidates with 1-3 years of Executive Assistant or Administrative experience will have an advantage.
- Excellent written and spoken English.
- Chinese language ability is an advantage for communicating with Chinese-speaking stakeholders.
- Strong organizational and multitasking skills.
- Proactive, responsible and able to work independently.
- High level of integrity and confidentiality.
- Proficient in Microsoft Word, Excel and PowerPoint.
- Experience using AI productivity tools is an advantage.
Preferred Qualities
We are looking for someone who:
- enjoys solving problems
- learns quickly
- pays attention to details
- communicates confidently
- is willing to travel occasionally
- has a positive attitude and takes initiative.
Career Growth
You will have the opportunity to gain exposure in:
- Executive Management
- Construction Business Operations
- Business Development
- Corporate Strategy
- Project Coordination
- Regional Business Expansion
- AI-enabled Office Management
Outstanding performers may progress into Executive Office Manager, Business Manager or Corporate Strategy roles.
