Executive Assistant

We are seeking a proactive and organized Executive Assistant to support management with scheduling, communication, documentation, meetings, follow-ups, reporting and day-to-day administrative tasks. The ideal candidate should have excellent communication, coordination and time-management skills.

Key Responsibilities:

Executive and Management Support

• Provide day-to-day administrative and secretarial support to management.
• Manage schedules, appointments, meetings, and reminders.
• Coordinate communication between management, staff, clients, candidates, and business partners.
• Prepare meeting agendas, notes, follow-up points, and action lists.
• Follow up on tasks assigned by management and ensure timely completion.
• Assist management with day-to-day decision-making by organizing relevant information and documents.
• Maintain confidentiality of company and management information.

Office Administration

• Coordinate daily office activities and ensure smooth office operations.
• Maintain proper filing and organization of company documents.
• Prepare letters, reports, presentations, quotations, and other business documents.
• Handle emails, WhatsApp communications, phone calls, and other business correspondence.
• Maintain records of office expenses, activities, visitors, meetings, and important follow-ups.
• Coordinate with suppliers, service providers, sub-agents, and other external parties when required.
• Monitor office requirements and coordinate procurement of stationery and other supplies.

Recruitment and Manpower Coordination

• Assist the recruitment team with candidate coordination and documentation.
• Coordinate interview schedules and recruitment campaigns.
• Communicate with candidates regarding interview dates, documentation, selection, medical, training, and deployment requirements.
• Maintain updated recruitment and candidate records.
• Coordinate with recruitment staff, sub-agents, and overseas partners.
• Follow up on pending candidate documents and deployment processes.
• Assist management in preparing recruitment status reports.

Business Development and Follow-Up

• Maintain records of clients, companies, contacts, and business opportunities.
• Assist management with follow-ups with clients and business partners.
• Schedule appointments and meetings with companies and stakeholders.
• Prepare company presentations, profiles, proposals, and supporting documents when required.
• Maintain a proper follow-up tracker for ongoing business activities.
• Assist in collecting market information and identifying potential business opportunities.

Reporting and Documentation

• Prepare daily, weekly, and monthly activity reports.
• Maintain management trackers for recruitment, clients, appointments, follow-ups, and pending activities.
• Ensure important deadlines and commitments are monitored.
• Prepare Excel sheets and other reports as requested by management.
• Keep company records accurate, updated, and easily accessible.