Executive assistant

--- Please send your resume and salary expectations to [email protected]

l   Job Description: Executive Secretary & Operations Coordinator

Company Overview NEWG Retail Limited is a growing company specializing in cultural & creative products, design stationery, and lifestyle travel gear wholesale and retail solutions. We manage both B2B corporate customized orders and retail business channels. We are currently seeking a reliable Executive Secretary & Operations Coordinator to join our team and support our daily business development.

l   Position Objective : The primary objective of this role is to provide daily administrative, secretarial, and basic human resources support directly to the CEO.

l   The successful candidate will handle commercial copywriting, meeting minutes, basic bookkeeping, and operational data entry. Serving as a central contact point for internal store teams and external vendors, this position ensures that daily business workflows are executed smoothly and efficiently.

l   Key Responsibilities

l   1. Commercial Copywriting & Coordination Executive Documentation: Draft, review, and polish professional business letters, official emails, corporate memos, and high-quality meeting minutes for key commercial and operational reviews.

l   B2B Proposal Support: Assist in compiling, proofreading, and formatting B2B project proposals, corporate gift customization solutions, and client quotation sheets to ensure professional presentation.

l   Liaison Interface: Act as a daily contact point; communicate with creative designers, external corporate clients, supply chain partners, and manufacturers on behalf of the CEO.

l   2. Data Tracking & Basic Bookkeeping Data & SKU Maintenance: Update and maintain internal Excel registries for sales performance, operational metrics, and travel gear/lifestyle products inventory levels (SKUs).

l   Foundational Bookkeeping: Process daily office administrative expenses, check front-line retail shop cash-up records, and organize factory invoices to interface smoothly with our outsourced accounting firm.

l   Calendar Management: Manage the CEO's business calendar, filtering and prioritizing incoming meeting requests and daily operational inquiries.

l   3. Human Resources Administration & Internal Relations & Communication: Act as a bridge between office management and front-line retail/logistics teams to maintain harmonious internal relations and support staff alignment.

l   Schedule & Leave Maintenance: Support routine HR tasks by consolidating store staff attendance records, tracking leave applications, and updating shift schedules.

l   Recruitment Support: Assist in basic recruitment coordination, such as posting job advertisements, initial resume screening, and interview scheduling.

l   Job Requirements Education: University graduate, preferably with a degree in Business Management, Human Resources, Communications, or a related commercial discipline.

l   Experience: 2 to 4 years of solid experience in a secretarial, administrative, or trading back-office support role. Experience in trading, wholesale, merchandising, or retail back-office workflows is an advantage.

l   Core Competencies Intellectual Agility & Patience: Sharp and independent; capable of solving day-to-day operational variables with a patient and calm mindset.

l   High EQ & Communication: Mature and tactful in interpersonal communication; excellent skills in resolving internal team issues and maintaining positive relationships.

l   Bilingual Capability: Competent written and spoken English, Cantonese, and Mandarin with practical business writing and articulation skills.

l   Technical Skills: Proficient in MS Word (formatting/styles) and MS Excel (VLOOKUP, Pivot Tables for tracking expense and inventory numbers).