Job Description

Secretarial & Administrative Support

1. Provide comprehensive secretarial and administrative support to the Executive Director / CEO, including managing daily, weekly, and monthly schedules, agendas, meetings, and appointments.

2. Handle confidential correspondence, reports, documents, and sensitive information with a high degree of professionalism, discretion, and confidentiality.

3. Prepare meeting agendas, presentations, minutes, and follow-up action items, ensuring timely communication and execution of agreed decisions.

Reporting & Follow-Up

1. Coordinate and consolidate weekly and monthly reports from department heads and relevant stakeholders.

2. Prepare executive summaries, management reports, presentations, and other materials required by senior management.

3. Monitor and follow up on assignments, projects, and action items delegated by the Managing Director / Executive Director.

4. Track progress, ensure deadlines are met, and provide timely status updates to management on outstanding matters.

Communication & Liaison

1. Act as a key liaison between senior management, internal departments, and external parties to facilitate effective communication and coordination.

2. Communicate management's instructions clearly and professionally, and follow up with relevant parties to ensure timely completion of assigned tasks and matters.

3. Maintain strong working relationships with internal and external stakeholders while representing management professionally.

Management Support

1. Provide day-to-day executive support to senior management and assist with confidential, operational, and administrative matters.

2. Support management in coordinating projects, meetings, business activities, and other initiatives as required.

3. Handle ad-hoc assignments and other responsibilities as directed by management, demonstrating flexibility, initiative, and a high level of accountability.

Job Requirements

• Bachelor's Degree or Diploma in Secretarial Practice, Business Administration, Management, or a related discipline is preferred.
• Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, Secretary, or in a similar executive support role, preferably supporting senior management, Directors, or CEOs.
• Candidates with strong operational, administrative, HR, or management coordination experience will be considered an added advantage.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Excellent verbal and written communication skills in both Mandarin and English.
• Strong organizational, time-management, and multitasking skills with the ability to priorities and manage multiple responsibilities effectively.
• Mature, proactive, resourceful, and able to work independently with minimal supervision.
• High level of integrity and discretion in handling confidential and sensitive information.

Skills