Roles & Responsibilities

The Executive Assistant will assist the Managing Director with administrative functions, manage confidential information with discretion, and ensure smooth execution of daily operations. The ideal candidate will have excellent time management, strong communication skills, and the ability to handle multiple tasks under pressure. Professional demeanour and appearance are essential, as the role involves representing the Managing Director and the company.

Job Duties

• Calendar & Email Management
• Manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements.
• Monitor and prioritise emails, drafting responses or redirecting as necessary.
• Manage incoming phone calls by screening and directing them appropriately.
• Distribute correspondence efficiently to ensure timely communication.
• Screen and direct phone calls and distribute correspondence.
• Advise time-sensitive and priority issues, ensuring appropriate follow-up with action on matters which fall within the MD responsibility.
• Manage inter and intra-office communication.
• Efficiently manage diverse information using suitable office communication tools to accurately prepare and maintain records, both in physical and electronic formats.
• Handle sensitive and confidential information with the utmost discretion and professionalism.

• Meeting Co-ordination
• Prepare agendas, materials, and presentations for meetings, ensuring that all relevant documents are distributed in a timely manner.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Follow up on action items.
• Maintain confidentiality regarding business strategies, financial information, and personnel matters.

• Communication Liaison
• Serve as the primary point of contact for internal and external stakeholders, screening calls and inquiries, and providing information or redirecting as appropriate.
• Coordinate communication between MD with various business departments, ensuring timely dissemination of information.
• Fluency in Mandarin is a must to work efficiently with China colleagues.

• Document Management
• Organise and maintain electronic and physical filing systems, ensuring that updated documents are easily accessible.
• Prepare and proofread correspondence, reports, and presentations as needed.

• Project Support
• Assist the MD in tracking and monitoring project timelines, milestones, and deliverables.
• Coordinate with cross-functional teams to gather information, compile data, and facilitate project progress.

Job Prerequisites

• Diploma in Business Administration, Office Management, or related fields.
• Possess effective verbal and written communication skills.
• Proven experience as an Executive Assistant or similar role, supporting senior executives or managers.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Familiarity with online collaboration tools, project management software, and cloud storage platforms.