Travel coordinator (China Visit)

Job Summary

We are seeking a highly organized, proactive, and adaptable Executive Assistant / Business Coordinator to provide direct support to the Managing Director. The role requires accompanying the MD on business trips to China and assisting with meeting coordination, travel management, documentation, vendor communication, and business follow-ups. The ideal candidate should possess excellent communication, organizational, and coordination skills and be comfortable with frequent international travel.

Key Responsibilities Executive Support

• Accompany the Managing Director on business visits to China and other locations as required.


• Coordinate the MD's travel schedules, itineraries, meetings, and appointments.


• Attend business meetings, take meeting minutes, and track action items.


• Prepare presentations, reports, business documents, and correspondence.


• Manage confidential information with the highest level of discretion.

Business Coordination

• Coordinate with international suppliers, manufacturers, vendors, and business partners.


• Follow up on quotations, purchase orders, production schedules, and deliveries.


• Assist in negotiations and maintain records of discussions and agreements.


• Coordinate with internal departments to ensure timely execution of business requirements.

Travel & Logistics

• Arrange international travel, including visa applications, flights, accommodation, transportation, and travel itineraries.


• Ensure all travel documentation is complete and up to date.


• Manage travel-related expenses and maintain expense reports.

Communication & Documentation

• Draft emails, meeting summaries, and official communications.


• Maintain organized records of contracts, reports, and business documents.


• Coordinate with interpreters or translators when required.


• Ensure timely follow-up on commitments made during meetings.

Reporting

• Prepare daily, weekly, and monthly status reports for the MD.


• Monitor project timelines and business deliverables.


• Provide administrative and operational support as required.

Required Qualifications & Experience

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.


• 2–5 years of experience as an Executive Assistant, Business Coordinator, or Executive Support professional.


• Experience working with senior management is preferred.


• Experience in international business, sourcing, procurement, or manufacturing will be an advantage.

Required Skills

• Excellent verbal and written communication skills in English.


• Strong organizational and multitasking abilities.


• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).


• Ability to prepare reports, presentations, and meeting documentation.


• Strong follow-up, coordination, and problem-solving skills.