Roles & Responsibilities
We are seeking a highly organized and proactive Executive Assistant to serve as a key liaison between the Managing Director (MD), Heads of Departments (HODs), executives, and team members, including those in China, Malaysia, Thailand & Vietnam. This pivotal role supports the MD in daily operations through exceptional communication, coordination, scheduling, and administrative expertise in a fast-paced, multilingual environment. If you excel at managing complex tasks with discretion and thrive in a dynamic setting, we want to hear from you!
Key Responsibilities
Calendar and Email Management
- Efficiently manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements, including coordination with the teams.
- Monitor, prioritize, and respond to emails, drafting replies or redirecting as needed.
- Screen and direct phone calls, ensuring timely handling of correspondence across regions.
- Track time-sensitive issues and follow up on action items with precision.
Meeting Coordination
Prepare and distribute agendas, materials, and presentations for meetings, ensuring accessibility for all stakeholders.Attend meetings, take detailed notes, draft minutes, and track action items.Maintain strict confidentiality regarding sensitive business, financial, and personnel matters.Communication Liaison
Act as the primary point of contact for internal and external stakeholders, including team members in China, managing inquiries and providing or redirecting information.Facilitate seamless communication between the MD and other departments ensuring timely and accurate information flow.Document Management
Maintain organized, up-to-date electronic and physical filing systems, ensuring documents are easily accessible.Prepare, proofread, and format correspondence, reports, and presentations with accuracy.Project Support
Assist the MD in monitoring project timelines, milestones, and deliverables, coordinating with cross-functional teams.Gather data and facilitate project progress by collaborating with team members and other departments.Requirements
Diploma in Business Administration, Office Management, or a related field.Proven experience as an Executive Assistant or similar role supporting senior executives.Fluency in speaking and reading Chinese (Mandarin) and English, with strong written and verbal communication skills in both languages.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools, project management software, and cloud storage platforms.Exceptional organizational and time management skills with a proven ability to prioritize and meet deadlines.Meticulous attention to detail and accuracy in handling multilingual documents and communications.Ability to handle confidential information with discretion and integrity.Adaptability to manage shifting priorities in a dynamic, fast-paced, and multicultural environment.Resourcefulness, problem-solving skills, and a proactive approach to challenges.Diplomacy and tact in navigating sensitive situations or conversations across cultures.Collaborative mindset with the flexibility to take on unexpected tasks and work effectively with international teams.Professional demeanor and appearance, representing the MD and company with poise in diverse settings.Office Location : 8 Penjuru Pl, #01-36, 2.8 Penjuru Tech Hub, Singapore 608780.
Working hours : 9am-6pm, Mon to Fri.
2 way transport at Jurong East MRT is provided.
Medical and Dental Benefits are provided upon confirmation.
Tell employers what skills you have
Microsoft Office
Microsoft Excel
Travel Arrangements
Interpersonal Skills
Office Management
Administration
Adaptability
legal contracts
Attention to Detail
Time Management
Writing minutes
Communications
Articulate
Microsoft Word
Scheduling
Ability to Prioritize
