Executive Assistant

TRIUMPH EMINENT HUB SDN. BHD.; Hong Kong Island; On-site; HKD 300,000 - 480,000; Full time

Job summary

TRIUMPH EMINENT HUB SDN. BHD. seeks an organized Executive Assistant to support the CEO and senior management. You will manage calendars, schedule meetings across time zones, and prepare agendas, documents, and materials for engagements.

The role requires meticulous attention, discretion with confidential information, and the ability to coordinate with multiple internal and external stakeholders. A proactive, proactive, and reliable approach is essential.

Qualifications

• Provide day-to-day administrative and executive support to the CEO and senior management.
• Maintain executive calendar and coordinate meetings across time zones.
• Prepare agendas, documents, and meeting materials.
• Ensure the executive is well prepared for meetings, presentations, calls, and business engagements.

Responsibilities

• Provide day-to-day administrative and executive support to the CEO and senior management.
• Manage and maintain the executive's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings, including preparing agendas, documents, and meeting materials.
• Ensure the executive is well prepared for meetings, presentations, calls, and business engagements.
• Take meeting notes, record key decisions, and track action items.
• Follow up with relevant team members to ensure agreed actions are completed on time.
• Assist in prioritising daily, weekly, and monthly tasks for management.
• Act as a key point of coordination between the executive and internal/external stakeholders.
• Handle confidential and sensitive information with a high level of discretion.

Skills

Calendar management

Email management

Communication

Discretion

Multi-tasking

Stakeholder coordination

Meeting coordination

Travel coordination

Microsoft Office

Video conferencing tools

Tools

Microsoft 365

Job description

The Executive Assistant will work closely with the CEO and management team to ensure that day-to-day priorities, meetings, communications, projects, and follow-up actions are handled efficiently and professionally.

Key responsibilities

1. Executive Support

Provide day-to-day administrative and executive support to the CEO and senior management.

Manage and maintain the executive's calendar, appointments, meetings, and schedules.

Coordinate internal and external meetings, including preparing agendas, documents, and meeting materials.

Ensure the executive is well prepared for meetings, presentations, calls, and business engagements.

Take meeting notes, record key decisions, and track action items.

Follow up with relevant team members to ensure agreed actions are completed on time.

Assist in prioritising daily, weekly, and monthly tasks for management.

Act as a key point of coordination between the executive and internal/external stakeholders.

Handle confidential and sensitive information with a high level of discretion.

2. Calendar & Meeting Management

Maintain an accurate and up-to-date executive calendar.

Schedule and coordinate meetings across different time zones where required.

Manage meeting invitations, confirmations, rescheduling, and cancellations.

Ensure there are no scheduling conflicts.

Prepare meeting rooms, video conference links, presentations, and required documents.

Provide reminders and updates regarding upcoming meetings and deadlines.

Coordinate follow-up meetings and ensure outstanding matters are tracked.

Draft, review, and format emails, letters, memos, reports, and other business correspondence.

Manage incoming and outgoing correspondence on behalf of management when required.

Follow up with clients, partners, suppliers, employees, and other stakeholders.

Ensure important emails and requests are properly tracked and responded to.

Maintain professional communication with internal and external parties.

Escalate urgent or important matters to management promptly.

Ensure communication is clear, professional, accurate, and aligned with company standards.

4. Administrative & Documentation Support

Prepare and maintain company documents, presentations, reports, spreadsheets, and records.

Organise digital and physical filing systems.

Maintain proper records of important contracts, agreements, correspondence, and company documents.

Assist with preparing quotations, proposals, presentations, reports, and other business documents.

Ensure documents are properly named, organised, updated, and easily accessible.

Assist management with document review and administrative processing.

Monitor important deadlines, renewals, submissions, and outstanding documentation.

5. Task & Follow-up Management

Maintain a centralised list of management's pending tasks and priorities.

Follow up with relevant departments and employees on outstanding assignments.

Monitor deadlines and provide reminders before tasks become overdue.

Ensure management's instructions are properly communicated and followed through.

Provide regular updates on the status of outstanding matters.

Identify delays, issues, or potential problems and elevate them early.

Ensure tasks are followed through until completion rather than simply passing instructions to others.

6. Project & Operations Coordination

Assist management with special projects and business initiatives.

Coordinate tasks between different departments and team members.

Assist with project timelines, schedules, deliverables, and documentation.

Monitor project progress and highlight potential delays.

Prepare project updates and status reports for management.

Coordinate with sales, finance, HR, operations, marketing, logistics, and other departments when required.

Assist in implementing new processes and improving internal workflows.

Support management in ensuring projects are delivered according to agreed timelines.

7. Business & Client Coordination

Assist management in coordinating with clients, partners, vendors, and business associates.

Arrange client meetings, business calls, lunches, dinners, and other engagements.

Prepare relevant information and documents before client meetings.

Follow up on client-related action items.

Maintain professional relationships with key stakeholders.

Assist with business development and client-related administrative activities where required.

Support management during events, conferences, meetings, and business functions.

8. Travel & Event Coordination

Arrange business travel, including flights, accommodation, transportation, and itineraries.

Prepare detailed travel schedules and itineraries.

Coordinate airport transfers and transportation arrangements.

Assist with visa, travel documentation, and other travel requirements where necessary.

Coordinate management's attendance at conferences, exhibitions, meetings, and corporate events.

Assist with event registrations, invitations, accommodation, transportation, and schedules.

Ensure all travel and event arrangements are properly organised in advance.

9. Confidentiality & Information Management

Maintain strict confidentiality over company, financial, employee, client, and management information.

Handle sensitive documents and communications responsibly.

Ensure confidential information is not disclosed to unauthorised individuals.

Maintain appropriate access and organisation of sensitive files.

Exercise sound judgement when dealing with confidential or commercially sensitive matters.

10. Personal Assistance to Executive

Where required and appropriate, provide limited personal assistance to the executive in relation to:

Personal appointments and scheduling.

Personal administrative matters.

Important reminders and commitments.

Personal document coordination.

Other reasonable tasks required to support the executive's schedule and productivity.

About you

Highly organised and detail-oriented

Proactive and reliable

Commercially aware

Capable of managing multiple priorities simultaneously

Comfortable working in a fast-paced environment

Able to take ownership of tasks from start to completion

Discreet

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• Which of the following statements best describes your right to work in Malaysia?
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• How many years' experience do you have as an executive assistant?
• Which of the following types of qualifications do you have?
• Do you have Client Coordination experience?