Executive Assistant / Secretary

About the Role

A leading international company is seeking a highly professional and proactive Executive Assistant / Secretary to provide dedicated support to senior leadership. This position is ideal for an experienced administrative professional who thrives in a fast-paced environment and possesses exceptional organizational, communication, and stakeholder management skills.

The successful candidate will work closely with senior executives, managing business priorities, coordinating schedules, facilitating communications, and ensuring efficient day-to-day operations.

Key Responsibilities

Executive Support

• Provide comprehensive administrative and executive support to senior management and business leaders.
• Manage demanding schedules, prioritize appointments, and coordinate meetings across multiple locations and time zones.
• Screen, coordinate, and respond to communications on behalf of executives where appropriate.
• Handle confidential and sensitive information with discretion and professionalism.

Calendar & Travel Management

• Maintain complex executive calendars, ensuring optimal scheduling and effective use of leadership time.
• Organize domestic and international business trips, including flights, accommodation, transportation, itineraries, visa arrangements (where applicable), and expense reconciliation.
• Anticipate travel-related requirements and proactively manage changes to schedules.

Meeting & Documentation Support

• Coordinate management meetings, business reviews, and leadership discussions.
• Prepare agendas, presentation materials, reports, correspondence, and other business documents.
• Take meeting notes and prepare minutes when required.
• Support document preparation and communication in both English and Chinese.

Stakeholder Coordination

• Act as a key point of contact between executives and internal departments, overseas offices, external business partners, investors, and other stakeholders.
• Facilitate smooth communication and ensure timely follow-up on business matters.
• Build and maintain strong working relationships with stakeholders at all levels.

Event & Project Administration

• Support corporate events, management meetings, roadshows, conferences, and leadership activities.
• Assist with special projects and ad hoc assignments delegated by senior management.
• Provide logistical and administrative support for regional business initiatives when required.

Requirements

Experience & Education

• Bachelor's degree or above in Business Administration, Languages, Communications, or related disciplines.
• Minimum 5 years of relevant experience as an Executive Assistant, Personal Assistant, Company Secretary, or Senior Secretary supporting senior executives.
• Prior experience supporting C-suite executives, founders, board members, or senior business leaders is highly preferred.
• Experience gained from multinational corporations, financial institutions, professional services firms, investment companies, or private enterprises will be an advantage.

Language Skills

• Native Mandarin speaker is strongly preferred.
• Excellent command of both spoken and written English.
• Basic conversational Cantonese is desirable.
• Strong business writing and communication skills in both Chinese and English.

Competencies

• Outstanding organizational and time-management abilities.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Mature, dependable, and highly professional.
• Excellent interpersonal and stakeholder management skills.
• Strong sense of confidentiality and discretion.
• High emotional intelligence and adaptability when working with senior management.

Technical Skills

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Familiarity with business reporting, presentation preparation, and office administration systems.

Preferred Qualifications

Candidates with the following experience will be viewed favorably:

• Extensive experience supporting C-level executives or founders.
• Previous exposure to private company secretarial or board support functions.
• Proven track record managing frequent international business travel arrangements.
• Experience coordinating across multiple countries, cultures, and time zones.
• Background in aviation, finance, investment, professional services, or multinational corporate environments.