Role Description:

1. Executive Support

Manage the CEO’s personal and professional duties including calendar management, meeting coordination, correspondence, email handling, and travel arrangements.

Handle overall administrative functions for the Director’s office to ensure smooth daily operations including procurement, flight bookings, hotel accommodations, company events, and restaurant arrangements.

2. Communication & Liaison

Serve as the primary point of contact for internal and external stakeholders, including senior management.

Screen and manage incoming communications efficiently.

Draft, review, and edit emails, presentations, reports, and other documents on behalf of the CEO when required.

3. Relationship Management

Build and maintain positive relationships with internal departments, external partners, clients, and stakeholders.

Serve as a liaison between the CEO and various teams to ensure smooth communication and collaboration.

4. Administrative & Confidential Tasks

Provide general administrative support including expense management, invoice processing, and proper record maintenance.

Handle confidential matters with utmost discretion and professionalism.

5. Project & Task Management

Assist in special projects and initiatives as assigned by the CEO.

Conduct research, compile data, and prepare reports for strategic planning and decision-making.

Ensure proper document control, systematic filing, and effective retrieval processes.

Follow through on all matters requiring action to meet task deadlines.

Undertake special assignments and ad-hoc duties given by management.

Remind the CEO of important tasks, deadlines, and follow-ups.

Qualifications:

Bachelor’s degree in Business Administration, Management, or related field preferred.

Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.

IT-savvy and able to work comfortably with digital tools, cloud systems, and modern productivity software.

Strong ability to utilise AI tools (ChatGPT, Google Gemini, Microsoft Copilot, AI scheduling tools, automation platforms, etc.) to improve efficiency and task management.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Strong written and verbal communication skills with high professionalism and attention to detail.

Ability to handle sensitive and confidential information discreetly.

Able to work independently, adapt to changes, and manage priorities in a dynamic environment.

Willing to work beyond standard office hours when required to support the CEO’s schedule.

Energetic, proactive, and able to work in a fast-paced environment.

Proficiency in Mandarin is an added advantage.

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