Human Resources - Administration - Senior Executive – CEO’s Assistant and Admin

Business Support for CEO:

• Assist CEO with personal and business-related administrative matters including accommodation, transportation, travel arrangement, family-related support when required.
• Coordinate with external service providers on immigration and statutory documentation for expatriates, including Work Permit, Temporary Residence Card, Visa and related requirements.
• Manage CEO’s calendar, schedule, and appointments to optimize time and meeting priorities.
• Handle executive communications and correspondence, ensuring timely follow-up on key updates and inquiries.
• Coordinate domestic and international business travel arrangements, including flights, accommodation, transportation, and related logistics.
• Prepare, consolidate, and distribute meeting materials, and record meeting minutes (MoM) when required.
• Liaise with internal and external stakeholders to facilitate effective coordination and communication.
• Draft business correspondence, presentations, memoranda, and other documents as required.
• Provide flexible support outside normal working hours, including weekends, when business needs arise.
• Perform other duties as assigned by the CEO.

Business Support for other C-suites:

• Implement and monitor wet-ink signature and company seal processes to ensure timely execution of corporate documents.
• Provide administrative and coordination support to C-suite executives as required.
• Assist in the execution of cross-functional initiatives and special projects.

Administration:

• Coordinate and oversee daily office operations, including office supplies, pantry services, postage, meeting room arrangements, and related administrative activities.
• Act as the first point of contact for visitors, guests, and incoming communications, ensuring a professional reception experience.
• Administer office-related budgets, payments, expense claims, and procurement requests through the company’s approved systems.
• Support company events, employee engagement activities, and cross-functional administrative projects as assigned.
• Perform other duties and responsibilities as assigned by the direct manager.

• Bachelor’s degree in Business Administration, Public Administration, Social Science or related fields.
• Minimum 3 years of experience in Executive Assistant, Personal Assistant or Administrative Professional, with at least 2 years supporting C-level executive or senior management.
• Strong command of spoken and written English, with the ability to communicate effectively with expatriate executives and external stakeholders.
• Strong scheduling and calendar management skills, with the ability to manage multiple priorities and confidential matters.
• Strong written communication skills, with ability to draft memos, correspondence and meeting minutes (MoM).
• Proficient in MS Office applications (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Well-organized, with strong time management and multitasking skills; able to work under pressure and flexible with working hours when required.
• Experience coordinating domestic and international business travel arrangements including flights, accommodations, transportation, and visa-related matters.
• Experience coordinating and monitoring work permit, visa, temporary residence card or expatriate-related administrative processes is an advantage.
• Professional, courteous and well-presented when dealing with guests and all levels of staff.
• Strong interpersonal, coordination and problem-solving skills, with proactive and detail-oriented mindset.
• High level of integrity, discretion, and professionalism in handling confidential information.
• Flexible to provide support outside normal working hours when required.