Executive Assistant

About the Role

We are looking for a proactive and reliable Executive Assistant to support the Group Managing Director in both business and personal matters. This role is open to candidates with varying levels of experience — from junior to senior — depending on capability and exposure.

You will play a key role in ensuring smooth day-to-day operations, coordination, and communication at the management level.

Key Responsibilities

• Manage and coordinate the Director’s calendar, including scheduling of meetings, appointments, and travel arrangements
• Handle emails, calls, and correspondence on behalf of the Director in a professional and timely manner
• Prepare reports, presentations, and business documents as required
• Organize and coordinate meetings, including preparation of agendas and taking of minutes
• Proactively anticipate the Director’s needs, identify potential issues, and provide effective solutions

• Liaise with internal departments (e.g. HR, Finance, Operations) to ensure smooth communication and execution of tasks
• Track assignments, follow up on action items, and ensure deadlines are met
• Support the coordination and implementation of projects and business activities

• Provide support in managing personal matters, appointments, and errands
• Handle sensitive and confidential information with the highest level of discretion
• Ensure seamless coordination of both business and personal responsibilities

• Attend meetings with the Director and provide administrative or coordination support as required
• Accompany the Director to external meetings, business lunches, or dinners when necessary
• Provide on-site support during meetings and business engagements
• Maintain a high level of professionalism in all interactions with clients, partners, and stakeholders

• Maintain proper filing systems for documents, records, and correspondence
• Assist in drafting official letters, memos, and internal communications

Requirements

• Diploma / Degree in Business Administration or related field
• 1–3 years of relevant experience (fresh graduates with strong attitude may be considered)
• Willing to learn, proactive, and responsive
• Good organizational and communication skills

• Diploma / Degree in Business Administration or related field
• 5–8 years of experience supporting Director / Senior Management
• Strong business acumen and ability to handle complex tasks independently
• Mature, resourceful, and able to manage priorities effectively

• Strong organizational and time management skills
• Good communication and interpersonal skills
• High level of integrity, discretion, and professionalism
• Ability to multitask and work in a fast-paced environment

• Bilingual in English and Mandarin (written and spoken) to liaise with Chinese-speaking stakeholders
• Able to attend to the Director’s calls and requests beyond office hours when required
• Flexible to adjust working hours based on business needs

• Strong sense of urgency and responsibility
• Positive attitude and willingness to go the extra mile
• Comfortable handling both business and personal matters
• Willing to attend meetings, business lunches, or dinners when required
• Experience in engineering / construction / workshop environment is an advantage

Salary Range

Senior EA: $4,500 – $5,000 (depending on experience and capability)