Job Description

About the Role

This role provides comprehensive executive support and coordination across leadership meetings, visitors and customers, travel and expenses, operations, document management, events and communications, and office administration.

Responsibilities

Executive Support

Manage calendars, appointments, and executive schedules for the GM
Coordinate internal and external meetings.
Prepare correspondence, reports, presentations, and briefing materials.
Screen and manage incoming communications.
Maintain confidential records and sensitive business information.
Coordinate document approvals and executive filing systems.

Leadership Meeting Management

Organize operational, management, and business review meetings.
Prepare meeting agendas and presentation materials.
Record and distribute meeting minutes.
Track action items and monitor closure status.
Coordinate follow-up actions with department managers.

Visitor & Customer Coordination

Coordinate customer, supplier, corporate, and government visits.
Arrange meeting logistics, visitor access, and site tours.
Prepare visit itineraries and presentation materials.
Support customer audits and management reviews.

Travel & Expense Administration

Arrange domestic and international travel.
Coordinate flights, accommodation, transport, and visa applications.
Process travel claims and expenses.
Maintain travel records and budgets.

Operations Coordination

Support weekly, monthly, and quarterly management reviews.
Consolidate reports from Manufacturing, Engineering, Quality, Facilities, HR, Finance, and Supply Chain functions.
Track operational KPIs and reporting requirements.
Support cross-functional coordination activities.

Document Management

Maintain confidential executive documents and records.
Manage organization charts, contact lists, and document repositories.
Support preparation and formatting of management presentations.
Ensure proper filing and document retention practices.

Event & Communications Support

Coordinate town halls, leadership meetings, and employee engagement activities.
Support executive communications and announcements.
Organize management workshops, recognition events, and site functions.

Office Administration

Manage office supplies and administrative purchases.
Support budget tracking and invoice processing.
Coordinate meeting room bookings and office services.
Provide general administrative support to the executive office.

Qualifications

Diploma/Degree in Business Administration, Office Management, Human Resources, or a related discipline.

Required Skills

Minimum 8 years of experience in administrative, executive assistant, secretarial, or coordination roles supporting managers or senior leaders.
Proficient in Microsoft Office applications.
Strong organizational, communication, and stakeholder management skills, with the ability to communicate effectively with English- and Chinese-speaking stakeholders.
High integrity, professionalism, and ability to work independently while maintaining confidentiality.

Preferred Skills

Experience supporting plant, operations, site, or engineering leadership teams is preferred.