Executive Assistant

Overview

We are looking for an efficient, meticulous, and highly organized Executive Assistant to offer full administrative support to our management team. This role involves managing executive calendars, travel plans, meetings, communications, and daily administrative tasks, ensuring smooth and effective operations.

Key Responsibilities

• Deliver comprehensive administrative and secretarial assistance to management.
• Oversee management calendars, appointments, meetings, and daily schedules to maximize productivity, proactively managing conflicts and adjusting priorities.
• Arrange both local and international travel, including flights, accommodations, transportation, visa applications, and detailed itineraries.
• Prepare agendas, organize meeting logistics, record precise minutes, and distribute follow-up tasks.
• Translate management priorities into clear action plans, monitor progress, and proactively liaise with stakeholders to ensure timely completion of tasks and achievement of business goals.
• Accurately handle expense claims, purchase orders, invoices, reimbursements, and related administrative documents promptly.
• Welcome and assist visitors, business partners, and guests of the management team, ensuring a professional and hospitable experience.
• Manage and improve the management team's professional presence on LinkedIn and other business-related social platforms by coordinating communications, scheduling posts, and aligning content with the company's brand and strategy.
• Maintain strict confidentiality and exercise good judgment while managing sensitive business information, executive correspondence, and public-facing content.
• Prioritize multiple requests and urgent matters by anticipating evolving business needs and resolving scheduling conflicts effectively to enhance productivity and organizational efficiency.
• Act as a trusted link among management, regional offices, cross-functional teams, and external parties by facilitating communication, handling sensitive issues diplomatically, and supporting strategic initiatives.
• Foster strong collaborative relationships throughout the organization by understanding corporate structures, management priorities, and organizational dynamics to aid decision-making and teamwork.
• Provide backup support to the Office Administrative Executive during absences.
• Assist management with personal administrative tasks and errands when needed.
• Support daily operations of the Administration Management Department, undertaking various administrative and ad hoc tasks as assigned.

Qualifications and Experience

• Diploma or Bachelor's degree in Business Administration, Office Administration, or related fields preferred.
• At least 5 years of experience providing senior administrative support to management or regional leadership teams.
• Excellent verbal and written communication skills, capable of professional interactions with management and stakeholders.
• Superior organizational, prioritization, time management, and multitasking abilities to handle competing demands in a fast-paced executive environment.
• Proven capacity to anticipate management needs, adapt to changing priorities, and resolve scheduling conflicts proactively.
• Experience managing complex calendars, international travel, board/management meetings, and confidential executive correspondence.
• Familiarity with LinkedIn and other professional social media platforms to coordinate executive communications in alignment with organizational branding.
• High integrity with the ability to maintain confidentiality and use sound judgment when handling sensitive corporate information.
• Proficient in Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and Microsoft Teams.
• Fluency in both English and Chinese (written and spoken), capable of handling executive communications in both languages.