Personal Assistant/ Executive Assistant to GM

ZIXIN ENTERPRISE (SINGAPORE) PTE. LTD.; Região Norte; On-site; BRL 50,000 - 80,000; Full time

Job summary

ZIXIN ENTERPRISE (SINGAPORE) PTE. LTD. seeks an experienced Executive Assistant to support the General Manager. The role involves calendar and travel management, meeting coordination, and preparation of presentations and reports.

You will liaise with internal teams and external partners, track project timelines, and assist in strategic initiatives. English fluency is required; Chinese ability is a plus.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Management, or Communications.
• 2–5 years of experience as a Personal Assistant or Executive Assistant or similar role.
• Excellent organizational and time management skills with multiple priorities.
• Strong English communication; Chinese is an advantage.

Responsibilities

• Manage the General Manager's calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and correspondence with timely follow-up and prioritisation.
• Prepare meeting agendas, take minutes, and follow up on actions.
• Organise and maintain confidential documents and records.
• Prepare presentations, reports, and business correspondence.
• Coordinate meetings, events, and visits with internal and external partners.
• Track project timelines and support business development materials.
• Handle travel bookings, accommodation, transportation, and expenses.
• Maintain filing systems and general administrative duties.
• Assist in coordinating cross-functional projects and strategic initiatives.

Education

Bachelor's or Diploma in Business Administration/Management/Communications

Tools

Microsoft Office

Job description

Key Responsibilities

Executive Support

• Manage the General Manager's calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and correspondence, ensuring timely follow-up and prioritisation.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Organise and maintain confidential documents, records, and business files.
• Prepare presentations, reports, business correspondence, and other documents as required.

Business Coordination

• Liaise with internal departments, business partners, suppliers, and customers on behalf of the General Manager.
• Coordinate meetings, company events, and business visits.
• Track project timelines and ensure follow-up on key business initiatives.
• Support business development activities by preparing proposals, presentation materials, and meeting documents.

Administrative Support

• Handle travel bookings, accommodation, transportation, and expense claims.
• Assist in procurement of office supplies and administrative resources.
• Maintain proper filing systems and company documentation.
• Perform general administrative duties to ensure smooth daily operations.

Project & Operational Support

• Assist the General Manager in coordinating cross-functional projects and strategic initiatives.
• Monitor deadlines and ensure timely completion of assigned tasks.
• Support product launches, exhibitions, customer visits, and corporate events when required.
• Undertake ad hoc assignments and special projects as directed by the General Manager.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Management, Communications, or a related discipline.
• 2–5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative support role.
• Excellent organisational and time management skills with the ability to manage multiple priorities.
• Strong verbal and written communication skills in English. Proficiency in Chinese is an advantage for communication with Chinese-speaking stakeholders.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and online collaboration tools.
• Strong attention to detail with excellent problem-solving and coordination skills.
• High level of integrity, professionalism, and discretion in handling confidential information.
• Self-motivated, resourceful, adaptable, and able to work independently in a fast-paced environment