Responsibilities :

Email & Calendar Coordination
- Oversee the Managing Director's (MD) calendar with accuracy, organizing meetings, engagements, and travel plans to maximize efficiency and prioritize commitments.

- Review and triage incoming emails, drafting replies or redirecting messages as needed to guarantee prompt communication.

- Screen and route telephone calls, distribute incoming correspondence, and ensure timely follow-up on urgent or high-priority issues.

- Maintain precise and orderly records utilizing advanced office communication platforms, managing both digital and physical documentation with great care.

Stakeholder Liaison
- Act as the main contact point for internal and external parties, professionally handling inquiries and delivering or redirecting information to sustain smooth operational workflows.

- Promote clear and timely interaction between leadership and departments to ensure alignment with organizational goals.

- Utilize fluency in Mandarin to collaborate effectively with China-based colleagues and partners, facilitating seamless cross-border exchanges.

Confidential Information Management & Sensistive Documents
- Manage confidential and sensitive data with the highest discretion and professionalism, protecting company strategies, financial records, and personnel information.

- Advise the MD on urgent and high-priority matters, ensuring proper follow-up and resolution of critical tasks.

- Keep electronic and physical filing systems well-organized, easily accessible, and current to facilitate efficient document retrieval.

- Draft, review, and polish correspondence, reports, and presentations to uphold accuracy and professionalism.

Meeting Coordination
- Prepare and circulate detailed agendas, supporting documents, and presentations for meetings, ensuring timely provision of all necessary materials to aid decision-making processes.

- Attend meetings to record comprehensive minutes, draft summaries, and monitor action items through to completion to ensure accountability and progress tracking.

- Maintain strict confidentiality during discussions of sensitive business or HR-related topics.

Support Functions
Assist the MD in tracking project timelines, key milestones, and deliverables to ensure initiatives remain on schedule.

Work collaboratively with cross-functional teams to collect essential data, prepare reports, and drive project goals forward.

Requirements:

- Minimum Diploma in Business Administration, Office Management, or a related discipline.

- Proven 2-6 years' experience as an Executive Assistant or similar position supporting top-level management.

- High-level skills in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other efficiency tools.

- Solid knowledge of digital collaboration platforms, project tracking software, and cloud storage solutions.