Executive Assistant

Executive Assistant to CEO & Managing Director (Procurement & Marketing)

Position Summary

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive support to the Chie fExecutive Officer (CEO) and Managing Director (MD). This role combines executive support, procurement coordination, and marketing responsibilities, requiring a versatile professional who can effectively manage multiple priorities in a fast-paced environment.

The ideal candidate will serve as a trusted partner to senior leadership, ensuring smooth business operations while contributing to vendor management, purchasing activities, and marketing initiatives.

Key Responsibilities

Executive Support

Provide full administrative and executive support to the CEO and Managing Director.

Manage complex calendars, appointments, meetings, and travel arrangements.

Coordinate internal and external meetings, including preparation of agendas, presentations, reports, and meeting minutes.

Handle confidential correspondence, documents, and sensitive information with discretion.

Screen and prioritize emails, phone calls, and business communications.

Track key action items and follow up with stakeholders to ensure timely completion.

Assist in preparing management reports, presentations, and business proposals.

Liaise with clients, partners, vendors, and internal teams on behalf of senior management.

Procurement & Vendor Management

Manage procurement activities for business-related purchases.

Source and evaluate suppliers, negotiate quotations, and coordinate purchasing processes.

Maintain vendor relationships and ensure compliance with procurement policies.

Process purchase orders, invoices, contracts, and vendor documentation.

Monitor procurement budgets and track expenditures.

Support contract renewals and vendor performance reviews.

Collaborate with finance and department heads to ensure timely procurement and cost optimization.

Marketing & Business Support

Assist in planning and executing marketing campaigns, events, and promotional activities.

Coordinate the development of marketing materials, presentations, newsletters, case studies, and promotional content.

Manage company social media platforms and coordinate website content updates.

Support lead generation activities, customer engagement initiatives, and business development efforts.

Coordinate webinars, client events, workshops, and industry conferences.

Work with internal stakeholders and external agencies to ensure timely delivery of marketing projects.

Track marketing campaign performance and prepare reports for management review.

Support branding initiatives and maintain consistency across marketing communications.

Requirements

Qualifications

Diploma or Bachelor's Degree in Business Administration, Marketing, Communications, Procurement, or a related discipline.

Minimum 2 years of relevant experience in Executive Assistant, Administrative, Procurement, or Marketing roles.

Experience supporting senior executives, directors, or C-suite leaders is preferred.

Proficiency in English is required.

Ability to communicate in Mandarin Chinese (spoken and written) is an advantage to support interactions with Chinese-speaking clients, vendors, and stakeholders.

Skills & Competencies

Excellent organizational and time management skills.

Strong written and verbal communication abilities.

Ability to handle confidential information with professionalism and discretion.

Strong multitasking and stakeholder management skills.

Experience in procurement processes, vendor sourcing, and contract administration.

Familiarity with marketing coordination, social media management, and campaign execution.

Proficient in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).

Experience with CRM, ERP, procurement, or marketing platforms is advantageous.

Self-motivated, detail-oriented, and capable of working independently in a dynamic environment.

Chinese language proficiency is a plus for business communications and stakeholder engagement.

Key Success Indicators

Effective management of CEO and MD schedules and priorities.

Timely and cost-effective procurement and vendor management.

Successful execution of marketing initiatives and campaigns.

Strong stakeholder relationships and communication effectiveness.

High level of accuracy, responsiveness, and professionalism.

Reporting To

Chief Executive Officer (CEO) and Managing Director (MD)