Executive Assistant at First Excelsia Professional Services Limited

Job Description

• Our client is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior management.
• The ideal candidate will be responsible for managing executive schedules, coordinating meetings, handling confidential information, preparing reports and correspondence, and ensuring the efficient execution of daily business operations.
• The successful candidate must possess excellent communication, organizational, and problem-solving skills, with the ability to multitask and maintain a high level of professionalism in a fast-paced logistics environment.

Key Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Screen and respond to phone calls, emails, and other correspondence on behalf of the executive.
• Prepare reports, presentations, meeting agendas, minutes, and other business documents.
• Organize, maintain, and safeguard confidential company records and documents.
• Coordinate meetings, conferences, and company events, ensuring all logistics are properly arranged.
• Act as the primary liaison between the executive office, employees, clients, vendors, and other stakeholders.
• Monitor and follow up on tasks, projects, and deadlines assigned by management.
• Assist in planning and coordinating company projects and administrative activities.
• Draft professional letters, memos, and official correspondence.
• Maintain office filing systems and ensure accurate record keeping.
• Coordinate office operations and ensure the availability of administrative resources and supplies.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Support the implementation of company policies, procedures, and operational initiatives.
• Conduct research, compile data, and prepare reports to support executive decision-making.
• Schedule and coordinate local and international travel, including accommodation and transportation where required.
• Assist with budget tracking, expense reporting, and procurement requests as assigned.
• Ensure timely communication and follow-up with internal departments and external partners.
• Perform any other administrative or executive support duties as assigned by management.

Person Specifications

• Bachelor's Degree in Business Administration, Management, Secretarial Studies, or a related field.
• 2–4 years of experience in an Executive Assistant, Personal Assistant, or Administrative role.
• Excellent written and verbal communication, interpersonal, and organizational skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and virtual meeting platforms.
• Strong ability to multitask, prioritize tasks, manage time effectively, and  work independently in a fast-paced environment.
• High level of professionalism, integrity, discretion, and the ability to handle confidential information.
• Strong problem-solving, decision-making, and stakeholder management skills.