Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our CEO. The ideal candidate will have strong problem-solving skills, agility, and excellent communication abilities in English, Cantonese, and Mandarin.

Key Responsibilities:

• Executive Support

  • Proactively manage the executive’s complex and dynamic calendar, including scheduling meetings, appointments, and travel, while strategically prioritizing time-sensitive commitments.
  • Act as a gatekeeper and liaison, screening phone calls, emails, and visitors with professionalism and sound judgment.
  • Prepare and distribute agendas, documents, and pre-read materials for meetings.
  • Attend key meetings, capture detailed minutes, and track action items to ensure follow-through.
  • Coordinate complex domestic and international travel itineraries and accommodations, ensuring seamless logistics.
  • Manage executive expense reporting and reconciliation with a high degree of accuracy.
  • Screen and prioritize incoming and outgoing communications, ensuring the proper handling of confidential documents
  • Assist with personal matters for CEO as assigned
  • Provide support to departmental initiatives and other ad hoc duties as needed

• Communication & Stakeholder Liaison

  • Draft, proofread, and edit a wide range of correspondence, including emails, reports, presentations, and board communications.
  • Serve as the primary point of contact between the executive and internal departments, board members, clients, and external partners.
  • Collaborate with internal and external stakeholders to gather information, track project statuses, and ensure timely completion of tasks

Requirements:

• Degree holder or above in Secretarial, Business Administration, Marketing or related disciplines
• 2-3+ years of experience as an Executive Assistant or Personal Assistant supporting C-level executives.
• Excellent communication skills with the ability to clearly deliver the CEO’s directions to various stakeholders
• Bold, direct and proactive communication style with CEO, while demonstrating strong interpersonal skills with others
• Comfortable interacting with high-level executives
• Impeccable verbal and written communication skills in English, Cantonese and Mandarin.
• Demonstrated ability to work under pressure, manage multiple priorities, and meet tight deadlines.
• Understand basic Business Development skills
• Strong problem-solving skills and ability to work agilely in a fast-paced environment
• Detail-oriented with excellent organizational and multitasking abilities
• Business travel required
• Immediate availability is highly preferred