Executive Assistant to Director

Key Responsibilities

Executive Support

• Manage the Director's daily calendar, appointments and business schedule.
• Coordinate meetings, prepare agendas and follow up on action items.
• Screen emails, calls and correspondence, ensuring timely responses.
• Organize business trips including flights, accommodation, transportation and visa applications.
• Handle confidential documents and sensitive business information with discretion.

Business Coordination

• Liaise with internal departments to ensure smooth communication and timely execution of tasks.
• Coordinate with clients, consultants, suppliers and subcontractors when required.
• Track important deadlines, submissions and project milestones.
• Assist in preparing reports, meeting materials and presentation slides.

Administrative Support

• Prepare business letters, quotations and various corporate documents.
• Maintain proper filing and document management systems.
• Assist with expense claims, purchase requests and general office administration.
• Support HR and Finance with administrative coordination when required.

Business Development Support

• Assist in arranging client meetings and business events.
• Conduct basic market research and gather business information.
• Follow up on enquiries and business correspondence.
• Support occasional overseas business trips and exhibitions when required.

Digital & AI Productivity

• Organize digital files and cloud documents.
• Use Microsoft Office, Google Workspace and AI tools (such as ChatGPT or Microsoft Copilot) to improve productivity.
• Assist in preparing professional reports and presentations.

Ad-hoc Duties

• Support the Director in daily business operations.
• Handle urgent assignments independently.
• Assist with occasional personal administrative matters while maintaining strict confidentiality.

Requirements

• Diploma or Bachelor's Degree in Business, Administration, Management, Communications or related disciplines.
• Fresh graduates are welcome to apply.
• Candidates with 1–3 years of Executive Assistant or Administrative experience will have an advantage.
• Excellent written and spoken English.
• Chinese language ability is an advantage for communicating with Chinese-speaking stakeholders.
• Strong organizational and multitasking skills.
• Proactive, responsible and able to work independently.
• High level of integrity and confidentiality.
• Proficient in Microsoft Word, Excel and PowerPoint.
• Experience using AI productivity tools is an advantage.

Preferred Qualities

We are looking for someone who:

• enjoys solving problems;
• learns quickly;
• pays attention to details;
• communicates confidently;
• is willing to travel occasionally;
• has a positive attitude and takes initiative.

Career Growth

You will have the opportunity to gain exposure in:

• Executive Management
• Construction Business Operations
• Business Development
• Corporate Strategy
• Project Coordination
• Regional Business Expansion
• AI-enabled Office Management

Outstanding performers may progress into Executive Office Manager, Business Manager or Corporate Strategy roles.