Personal Assistant/ Executive Assistant to GM

Key Responsibilities

Executive Support

• Manage the General Manager's calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and correspondence, ensuring timely follow-up and prioritisation.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organise and maintain confidential documents, records, and business files.
• Prepare presentations, reports, business correspondence, and other documents as required.

Business Coordination

• Liaise with internal departments, business partners, suppliers, and customers on behalf of the General Manager.
• Coordinate meetings, company events, and business visits.
• Track project timelines and ensure follow-up on key business initiatives.
• Support business development activities by preparing proposals, presentation materials, and meeting documents.

Administrative Support

• Handle travel bookings, accommodation, transportation, and expense claims.
• Assist in procurement of office supplies and administrative resources.
• Maintain proper filing systems and company documentation.
• Perform general administrative duties to ensure smooth daily operations.

Project & Operational Support

• Assist the General Manager in coordinating cross-functional projects and strategic initiatives.
• Monitor deadlines and ensure timely completion of assigned tasks.
• Support product launches, exhibitions, customer visits, and corporate events when required.
• Undertake ad hoc assignments and special projects as directed by the General Manager.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Communications, or a related discipline.
• 2–5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative support role.
• Excellent organisational and time management skills with the ability to manage multiple priorities.
• Strong verbal and written communication skills in English. Proficiency in Chinese is an advantage for communication with Chinese-speaking stakeholders.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and online collaboration tools.
• Strong attention to detail with excellent problem-solving and coordination skills.
• High level of integrity, professionalism, and discretion in handling confidential information.
• Self-motivated, resourceful, adaptable, and able to work independently in a fast-paced environment