Executive Assistant

About the role

Director Support & Coordination role managing the Director's schedule, meetings, calls, and follow-ups. You will screen and prioritize communications, prepare meeting notes and action items, and assist with tracking active financing cases across stages. You will prepare client-facing documents, presentation decks, and supporting documentation while coordinating with external parties and managing projects assigned by the Director.

Key responsibilities

Director Support & Coordination

• Manage the Director's schedule, meetings, calls, and follow-ups
• Screen and prioritize WhatsApp, email, and other communications; draft replies when needed
• Prepare meeting notes, action items, and follow-up summaries after key meetings
• Assist with tracking Director's active financing cases across stages (from submission through disbursement)
• Prepare and format client-facing documents for Director
• Assist in preparing presentation decks, and supporting documentation if any
• Help track team communications, cases repayment schedules, commission calculations, and outstanding etc
• Assist in coordinating with bankers, referrals or any external parties for collaboration

Projects Execution

• Coordinate projects assigned by the Director, ensuring timely execution and completion.
• Translate business objectives into actionable plans, milestones and deliverables.
• Collaborate with departments and stakeholders to drive project progress and resolve issues.
• Monitor timelines, track action items and provide regular progress updates to the Director.
• Support the implementation of new business initiatives, process improvements, digital tools and workflow enhancements
• Handle high-priority assignments with discretion, initiative and accountability.

AI & Tools-Assisted Workflow

• Use AI tools to help draft documents, summarize information, and speed up routine tasks
• Support the team with Notion updates, Google Sheets tracking, and WhatsApp coordination tools
• Explore new AI tools/implementation tool to help with team workflow & increase work efficiency

About you

• 8–10 years of experience as an EA, PA, or in a similar operational/coordination role (exposure to financial services is a plus)
• Excellent written and verbal communication in English & Mandarin. We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
• High level of discretion — you'll handle sensitive financial, legal, and client information daily
• Extremely organized and detail-oriented, able to juggle multiple priorities without things slipping through
• Proficient in Google Workspace (Docs, Sheets, Drive), WhatsApp, and comfortable learning new tools quickly
• Willing to use AI tools (ChatGPT, Claude) as a productivity aid in daily work