Executive Assistant (1 Year Contract) - #1094745

We are seeking a highly professional and detail-oriented Executive Assistant to serve as a critical liaison between our Heads of Departments (HODs) and Senior Management team. This pivotal role ensures seamless communication, meticulous coordination, and comprehensive administrative support to drive the efficiency of daily operations.

Key Responsibilities

Email & Schedule Management

• Manage the Managing Director’s (MD) schedule with precision, coordinating meetings, appointments, and travel arrangements to optimize time and priorities.

• Monitor and prioritize incoming emails, drafting responses or redirecting as appropriate to ensure timely communication.

• Screen and direct phone calls, distribute correspondence, and ensure prompt follow-up on urgent and high-priority matters.

• Maintain accurate and organized records using advanced office communication tools, managing both electronic and physical files with meticulous attention to detail.

Liaison between parties

• Serve as the primary point of contact for internal and external stakeholders, professionally managing inquiries and providing or redirecting information to maintain efficient workflows.

• Facilitate clear and timely communication between the management and departments to align organizational objectives.

• Demonstrate fluency in Mandarin to effectively collaborate with our China-based team and counterparts, ensuring smooth cross-border communication.

Manage Confidential Information

• Handle confidential and sensitive information with the utmost discretion and professionalism, safeguarding business strategies, financial data, and personnel matters.

• Advise the MD on time-sensitive and priority issues, ensuring appropriate follow-up and action on critical responsibilities.

Meetings

• Prepare and distribute comprehensive agendas, materials, and presentations for meetings, ensuring timely delivery of all relevant documents to support decision-making.

• Attend meetings, record detailed minutes, draft summaries, and track action items to completion to ensure accountability and progress.

• Uphold strict confidentiality during discussions involving sensitive business or personnel matters.

Management of sensitive documents

• Maintain highly organized, accessible, and up-to-date electronic and physical filing systems to ensure efficient document retrieval.

• Prepare, proofread, and refine correspondence, reports, and presentations to ensure accuracy and professionalism.

Support

• Support the MD in monitoring project timelines, milestones, and deliverables to keep initiatives on track.

• Collaborate with cross-functional teams to gather critical data, compile reports, and advance project objectives.

Qualifications

Educational & Professional Background

• Diploma or degree in Business Administration, Office Management, or a related field.

Relevant Experience

• Demonstrated 2-6 years experience as an Executive Assistant or in a comparable role supporting senior-level executives.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

• Strong familiarity with online collaboration platforms, project management software, and cloud-based storage systems.

Candidate Profile

The ideal candidate is proactive, adaptable, and thrives in a fast-paced, high-stakes environment. Exceptional time management, superior communication skills, and the ability to manage multiple priorities under pressure are essential. A polished, professional demeanor and appearance are required, as the role represents the MD and the organization in all interactions with external stakeholders.

Application

If you are a dedicated professional ready to contribute to a dynamic and forward-thinking organization, we invite you to apply. Please submit your resume and cover letter to join our team.