Executive Assistant

The Executive Assistant will work directly with the Senior Executive to the Chairman on government and institutional tender submissions, cross-company projects and AI-enabled work across the Group. This is a hands-on, delivery-focused role combining professional tender drafting, practical application of AI tools in research, analysis and project work, and coordination of decisions and follow-up with colleagues across business units. The position reports directly to the Senior Executive to the Chairman.

Key Responsibilities

• Prepare tender and proposal submissions from first draft to final pack, including scored technical sections, method statements, appendices, schedules and supporting evidence, written to a professional standard and structured around the tender's assessment criteria
• Check costings, price schedules, references, qualifications and supplier claims against source documents so that every submission is accurate, complete and defensible
• Apply AI tools as the primary way of working across research, proposal and report writing, presentations, visual material, data analysis and the development of working prototypes and applications
• Contribute to the company's AI-related projects and support the adoption of AI capability in day-to-day work across the Group
• Consolidate pending decisions across projects and workstreams, bring them to the Senior Executive to the Chairman for direction, record the outcomes and follow through with the relevant colleagues until closed
• Maintain an overview of all live projects and tenders, track progress against milestones and raise items that are stalling or at risk
• Represent the Senior Executive to the Chairman at internal and external meetings when required: present his position, gather responses, report key points back promptly and follow up on resulting actions, with decisions remaining with the Senior Executive to the Chairman
• Build costing models, scenario comparisons, scoring simulations and data checks in Excel that are clear enough for others to review and rely on
• Provide administrative support to the Senior Executive to the Chairman, including scheduling, correspondence, document preparation and filing, as a secondary part of the role
• Handle confidential tender, pricing and commercial information with absolute discretion

Requirements

Education: Bachelor's degree in any discipline; business, engineering, surveying, finance or a related analytical field is an advantage

Experience: At least 5 years of full-time working experience after graduation, with a proven record of meticulous work in roles where accuracy carried real consequences, such as tender or proposal preparation, estimating or costing, audit, consulting or analytical and project roles

Technical skills:

• Genuine daily use of AI tools (e.g., ChatGPT, Claude, Perplexity, Gemini or similar) to produce complete deliverables end to end, from research and writing to analysis, presentations, visuals and simple applications, and the ability to explain how the output is verified
• Advanced Excel skills, including building and auditing costing models, scenario tables and scoring simulations
• Strong business writing ability, with experience preparing structured documents such as proposals, reports or submissions against defined criteria
• Exposure to local LLMs, automation tools, no-code or low-code app building, or image and video generation tools is an advantage

Other skills:

• Exceptional attention to detail and a habit of checking work against source documents before it leaves the desk
• Strong written and spoken English and Chinese (Cantonese essential, Mandarin an advantage) for tender writing, internal coordination and vendor or client liaison
• Good organisational and coordination skills to manage multiple tenders and projects concurrently and to follow up with colleagues at all levels until actions are closed
• Composure and stamina during tender submission periods, including occasional extended hours close to deadlines
• Confident and professional in representing a senior executive at meetings, with sound judgement on what to escalate and what to report
• Exposure to government tenders, scored assessment frameworks or the environmental services, cleaning or recycling sector is an advantage