Executive Assistant to Chief Executive Officer

Job Synopsis

The Executive Assistant to the CEO is a highly skilled and proactive administrative professional who will support the Chief Executive Officer (CEO) in his day-to-day operations. This role requires a high level of discretion, exceptional organizational skills, and the ability to handle a wide range of administrative duties. The ideal candidate will be experienced in managing senior-level executive schedules, coordinating complex logistics, and providing seamless communication between the CEO, internal teams, and external stakeholders.

Key Responsibilities

• Executive Support: Provide high-level administrative support to the CEO, including calendar management, scheduling meetings, preparing itineraries, and organizing travel arrangements.
• Communication Management: Act as a liaison between the CEO and internal/external stakeholders, managing all correspondence including emails, phone calls, and other communications. Draft, proofread, and edit correspondence as needed.
• Meeting Coordination: Schedule, organize, and attend meetings on behalf of the CEO. Prepare meeting agendas, ensure all materials are ready in advance, and take minutes or notes when necessary.
• Confidentiality Management: Handle sensitive information with the utmost discretion and professionalism, ensuring that all confidential business matters remain secure.
• Project Assistance: Assist the CEO in various projects by conducting research, preparing reports, tracking progress, and managing timelines to ensure deadlines are met.
• Office Operations: Oversee the day-to-day operations of the CEO’s office, ensuring the CEO has the resources, tools, and support needed for maximum productivity.
• Event Planning: Coordinate events, conferences, and office activities on behalf of the CEO. Ensure logistics are flawless, from scheduling to attendee coordination.
• Document Management: Prepare presentations, reports, and documents for internal and external meetings. Maintain filing systems and databases to ensure easy retrieval of important materials.
• Travel Arrangements: Organize travel itineraries for the CEO, including transportation, accommodation, and meeting schedules during travel.
• Vendor Liaison: Manage relationships with vendors and service providers, ensuring high-quality service and on-time deliveries.

Required Qualifications

• Education: Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Experience: Minimum of 8 to 10 years of experience as an executive assistant, secretary, or administrative professional supporting C-suite executives (CEO, CFO, COO etc.). Experience in a fast-paced, high-level business environment preferred.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong communication skills (both verbal and written) with a professional demeanor.
  • Ability to prioritize and manage multiple tasks simultaneously.
  • Strong organizational skills with attention to detail.
  • High degree of discretion and confidentiality.
  • Excellent time management skills and ability to meet deadlines.
  • Proactive problem‑solving abilities and ability to work independently.
• Personal Attributes:
  • High level of professionalism and emotional intelligence.
  • Flexible and adaptable in a dynamic work environment.
  • Strong interpersonal skills and the ability to work effectively with individuals at all levels.

Preferred Qualifications

• Previous experience in a listed company
• Able to speak mandarin as need to liaise with stakeholders in China

Work Environment

• Family Orientated environment.
• The position may require occasional evening or weekend hours.
• Occasional travel may be required based on the CEO's needs.