Personal Assistant

Overview

The Office Personal Assistant role involves delivering extensive administrative, secretarial, and executive assistance to senior management of the Company. This position demands a well-organized, proactive, and trustworthy professional who can handle confidential materials, manage business coordination effectively, and communicate seamlessly with stakeholders locally and internationally.

Given frequent interactions with Chinese-speaking top executives, business partners, and visitors, the candidate must be fully fluent in English and Mandarin—both oral and written.

Key Responsibilities

• Organize and manage senior management calendars including appointments and meetings.
• Arrange domestic and international travel logistics such as flights, accommodation, ground transportation, and visa processing.
• Draft meeting agendas, prepare presentation materials, record minutes, and monitor follow-up actions.
• Screen and prioritize incoming calls, emails, and correspondence ensuring prompt follow-up.
• Handle confidential documents and sensitive information with utmost discretion.
• Conduct business research to support management.
• Draft business correspondence, reports, presentations, and other company documentation.
• Maintain and organise physical and digital filing systems.
• Coordinate internal meetings, corporate events, and management activities.
• Monitor office supplies and assist in administrative procurement as needed.
• Collaborate with internal teams to ensure timely fulfillment of management requests.
• Serve as the communication link between senior management and internal or external parties.
• Schedule meetings with clients, suppliers, regulatory agencies, and partners.
• Provide translation and interpretation services between English and Mandarin when needed.
• Support liaison with overseas Chinese-speaking stakeholders and headquarters.
• Assist in tracking project deadlines and follow up on management-assigned tasks.
• Research and compile information for business meetings and strategic planning.
• Support special projects and tasks as directed by senior management.

Requirements

• Possess a Bachelor's Degree in Business Administration, Management, Communications, or a related field from a recognized university.
• At least 4 years of experience as a Personal Assistant supporting Chinese-speaking top management.
• Outstanding organizational, planning, and time management abilities.
• Strong communication and interpersonal skills.
• Demonstrate high integrity and ability to maintain confidentiality.
• Capable of working independently with minimal oversight.
• Detail-oriented and able to juggle multiple tasks in a dynamic environment.
• Proficient in Microsoft Office suite including Word, Excel, PowerPoint, and Outlook.
• Familiarity with online meeting platforms and digital collaboration tools is advantageous.
• Fluent written and spoken English and Mandarin to engage with Chinese-speaking senior executives and translate business documents.
• Resourceful, proactive, with effective problem-solving skills.
• Positive and supportive attitude, willing to go beyond usual administrative responsibilities.
• Adaptable for occasional after-hours meetings or travel needs.