Executive Support & Business Operations Lead

AEM Singapore Pte Ltd; Hong Kong; On-site; HKD 290,000 - 424,000; Full time

Job summary

AEM Singapore Pte Ltd in Hong Kong is seeking an experienced Executive Secretary to support the Managing Director and senior management. This role combines secretarial duties with data-driven reporting and cross-functional coordination.

Responsibilities include calendar management, meeting logistics, travel arrangements, preparing agendas and minutes, consolidating operational reports, updating dashboards, and ensuring confidentiality.

Qualifications

• Diploma or degree in business admin, management, economics, or related field.
• 3–5 years experience in executive secretarial/administrative roles.
• Experience supporting senior management is preferred.
• Strong organizational and coordination skills.
• Good communication and interpersonal skills.

Responsibilities

• Provide full secretarial and administrative support to the Managing Director and Senior Management Team.
• Manage calendars, appointments, meetings, and travel arrangements.
• Coordinate meeting schedules, venue bookings, and meeting logistics.
• Prepare meeting agendas, presentation materials, minutes of meetings, and follow-up action lists.
• Handle correspondence, emails, and confidential documents professionally and discreetly.
• Maintain filing systems and business records.
• Consolidate weekly and monthly operational reports from various departments.
• Assist in preparing management reports, presentations, dashboards, and business review materials.
• Support the collection, validation, and compilation of business data for management review.
• Monitor and follow up on key action items arising from management meetings.
• Assist in maintaining organization charts, department contact lists, and reporting templates.
• Coordinate cross-functional activities and follow up with departments on assigned tasks and deadlines.
• Liaise with internal departments and external parties to ensure timely communication and resolution of issues.
• Prepare routine reports using Excel templates.
• Update and maintain dashboards and reporting databases.
• Perform basic analysis and data validation to ensure reporting accuracy.
• Support management with ad-hoc data requests and information gathering.
• Arrange travel bookings, accommodations, and logistics for management staff.
• Coordinate company events, management meetings, and customer visits when required.
• Maintain confidentiality of company information and management discussions.
• Perform other duties assigned by the Managing Director or Senior Management Team.

Skills

Strong organizational and coordination

Good communication and interpersonal

Excel proficiency

Education

Diploma or Degree in Business Administration/Management/Economics

Tools

Excel

Job description

AEM Singapore Pte Ltd in Hong Kong is seeking an experienced Executive Secretary to support the Managing Director and senior management. This role combines secretarial duties with data-driven reporting and cross-functional coordination.

Responsibilities include calendar management, meeting logistics, travel arrangements, preparing agendas and minutes, consolidating operational reports, updating dashboards, and ensuring confidentiality.