The posting
Key Responsibilities
- Provide comprehensive executive, administrative and coordination support to the Chairman to ensure smooth day-to-day operations.
- Manage and coordinate the Chairman’s calendar, appointments, meetings, conferences and business engagements, including scheduling, prioritisation and follow-up actions.
- Act as a key point of contact between the Chairman and internal stakeholders, including senior management and regional offices, as well as external stakeholders such as business partners, clients, financial institutions, service providers and government agencies.
- Organise and coordinate internal and external meetings, management reviews, corporate events, business functions and VIP visits, including logistics, meeting materials and travel arrangements.
- Arrange and manage business travel itineraries, including flight bookings, accommodation, ground transportation, visa applications and travel documentation.
- Prepare, edit and maintain correspondence, reports, presentations, meeting materials and other business documents which in English & Mandarin while ensuring accuracy and confidentiality.
- Support expense management and administrative processes, including claims, reimbursement requests, invoice processing, payment coordination and record maintenance.
- Coordinate with vendors and service providers for office administration, procurement activities, facilities-related matters and operational requirements.
- Assist with the preparation and submission of business-related documentation to external agencies, financial institutions and service providers where required.
- Maintain accurate filing systems, records and documentation while safeguarding confidential and sensitive information.
- Provide administrative support for projects and assignments undertaken by the Chairman and senior management.
- Respond to urgent business matters and provide additional administrative support outside standard working hours when operational requirements arise.
- Perform other ad hoc duties and responsibilities assigned by the Chairman or Management.
Requirements
- Bachelor's Degree, Diploma or equivalent qualification in Business Administration, Management or related disciplines.
- At least 5 years of relevant experience in executive support, office management, administration or a similar role.
- Strong verbal and written communication skills with the ability to engage effectively with diverse stakeholders.
- Proficiency in English is required. Proficiency in Mandarin is preferred to support communication and review of business documents with stakeholders and counterparts based in China.
- Excellent organisational, planning and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail and ability to maintain accuracy in administrative and documentation processes.
- Proactive, resourceful and capable of working independently with minimal supervision.
- High level of professionalism, integrity and discretion when handling confidential information.
- Proficient in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
- Willingness to travel occasionally for business purposes when required by operational needs.
- Flexibility to support time-sensitive business requirements outside standard office hours when necessary.
Preferred Attributes
- Experience supporting C-suite executives, senior leadership teams or board-level stakeholders.
- Strong stakeholder management and coordination skills across multiple business functions and locations.
- Experience coordinating international travel, meetings and cross-border business activities.
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