Executive Assistant to Director

Role Description

We are looking for a highly organized and detail-oriented Executive Assistant to support the Director with scheduling, communications, and business-related tasks. This role need to thrives in a fast-paced environment, handles confidential matters professionally, and acts as a reliable partner in ensuring smooth day-to-day operations.

Job Description

• Provide administrative support to Director.
• Prepare correspondence on behalf of Director: emails, quotations, minutes of meeting.
• Manage and maintain Directors’ email accounts, filter emails, highlight urgent correspondence.
• Conduct weekly meeting with Director to discuss company business’s operation.
• Coordinate with internal divisions/ departments and external organizations on behalf of Director.
• Mainly to assist Director to communicate and coordinate with all level of management, staff and business associates.
• Advise the Director of the impending work deadlines for both internal and external commitments.
• Attend meeting with Director and follow up on progress assignment.
• Manage the Director’s schedule, appointments, meetings, functions, and travel arrangements, including flights, hotels, transportation, and related itineraries.
• Provide full aspects of aide to Director with confidentiality.

Job Requirement

• A diploma or degree in business administration, communications, or a related field is preferred.
• Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role, preferably supporting senior management or Directors.
• Good command of English (spoken and written) is required. Ability to communicate in Mandarin is advantageous in supporting job responsibilities.
• Strong ethical standards, with the ability to handle confidential and sensitive information appropriately.
• Excellent organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with online collaboration tools (e.g., Zoom, Team, Webex) is a plus.
• Self-starter who takes initiative and can work independently with minimal supervision.
• High level of accuracy and attention to detail in all aspects of work, particularly in handling documents and correspondence.
• Able to standby and work on weekends when support is required.