Executive Assistant at First Excelsia

Industry: Building Automation, Energy Management & System Integration

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide high-level administrative and operational support to the Managing Director. This role is ideal for a professional who thrives in a fast-paced environment, excels at managing competing priorities, and can effectively serve as a trusted partner to senior leadership.

The successful candidate will serve as a key support to the Managing Director, ensuring priorities, commitments, and strategic objectives are effectively coordinated. The role requires exceptional discretion, sound judgment, professionalism, and the ability to anticipate needs before they arise.

Responsibilities

• Manage the Managing Director\\\'s calendar, appointments, and daily schedule.
• Coordinate meetings, resolve scheduling conflicts, and ensure adequate preparation time.
• Monitor deadlines and ensure commitments are met.
• Screen, prioritize, and respond to emails, calls, and correspondence.
• Draft, proofread, and prepare professional letters, reports, presentations, and other documents.
• Serve as a key point of contact on behalf of the Managing Director.
• Organize executive, board, leadership, and client meetings.
• Prepare agendas, meeting materials, and presentations.
• Take accurate meeting minutes and follow up on action items.
• Coordinate logistics for company events, visits, and executive engagements.
• Arrange domestic and international travel, accommodation, visas, and itineraries.
• Manage travel-related changes and ensure seamless logistics.
• Liaise professionally with clients, partners, suppliers, and internal teams.
• Represent the Office of the Managing Director with professionalism and discretion.
• Track projects, deadlines, and deliverables, ensuring timely completion of assigned actions.
• Process expenses and maintain accurate records.
• Manage confidential files and documentation.
• Ensure efficient filing and document management systems.
• Receive and coordinate visitors to the Office of the Managing Director.
• Handle sensitive commercial, financial, and personnel information with the highest level of confidentiality.
• Ensure the Managing Director is fully briefed and prepared for meetings, engagements, and travel commitments.

Qualifications

• Minimum of 3 years' experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives.
• Excellent organizational and time-management skills with the ability to manage multiple priorities effectively.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Exceptional attention to detail and a proactive, problem-solving mindset.
• Ability to work independently, anticipate needs, and remain calm under pressure.
• High level of integrity, professionalism, reliability, and confidentiality.
• Experience within an engineering, manufacturing, technical, or related industry is an advantage.
• Familiarity with travel booking, expense management systems, project coordination, or office management is desirable.