Executive Assistant
- Provides comprehensive administrative and operational support to director
- Carrying out specific projects or tasks as instructed by the director
- Reading emails, letters, and texts, and replying accordingly
- Dealing with correspondence and phone calls
- Draft, proofread, and prepare reports, memos, and letters.
- Collaborate with team members to ensure smooth operations
- Organize and prepare for meetings, including agendas, materials, minutes, and follow-ups.
- Handle confidential and sensitive information with discretion and professionalism
- Maintain filing systems and document control (digital and physical).
- Manage executive's calendar and schedule appointments, meetings, and conference calls
- Assist with personal errands, travel arrangements, and family-related scheduling.
- Prepare meeting agendas, take minutes and follow up on action items.
- Co-ordinate internal and external communications.
- Provide ad-hoc support for business as needed.
Project coordinator
- Assists Director in the co-ordination of project management activities to ensure that projects are executed in a smooth and effective manner
- Support special projects by coordinating tasks, tracking deadlines, and following up.
- Conduct research or prepare briefing materials when required.
- Liaise with vendors, clients, and other stakeholders on project-related matters.
- Maintain and update project documentation
- Maintain accurate records of project files
- Oversee project administration and documentation, including interim evaluations, pricing and agreements for contract variations, claim submissions, and final accounts preparation.
- Coordinate with internal teams to align on project deliverables and timelines.
- Assist the Director in calculating project claims and bills
- Manage and monitor all financial aspects of assigned projects, ensuring they remain within budget.
- Review and negotiate with contractors for cost-saving strategies, from rough estimates to final price approvals.
- Prepare detailed schedules for the team to ensure timely completion of scheduled work.
- Prepare for billing document.
- Ensure compliance with all project requirements and standards.
- Provide ad-hoc support for business as needed.
Requirements：
- Good command of English and Mandarin (written and spoken)
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Proven experience as an Executive Assistant, Project Coordinator or similar role.
- Well-organized, detail-oriented, and able to multitask
- Highly independent and disciplined to work independently
- Good communication and interpersonal abilities.
- Ability to work under pressure
- Proactive
- Flexible and adoptive attitudes are a must to meet this fast changing environment
- Good Team player