Office Personal Assistant

The Office Personal Assistant provides comprehensive administrative, secretarial and executive support to the Company's top management. This role requires a highly organised, proactive and trustworthy individual who is able to manage confidential information, coordinate business activities, and communicate effectively with both local and overseas stakeholders.

As the role involves frequent interaction with Chinese-speaking senior management, business partners and visitors, the successful candidate must be fluent in both English and Mandarin (spoken and written).

Key Responsibilities

Executive Support

• Manage and coordinate the calendars, appointments and meetings of top management.
• Arrange local and overseas business travel, including flights, accommodation, transportation and visa applications.
• Prepare meeting agendas, presentation materials, minutes and follow up on action items.
• Screen phone calls, emails and correspondence, ensuring timely responses and appropriate prioritisation.
• Handle confidential documents and sensitive information with the highest level of discretion.

Administrative Support

• Prepare business correspondence, reports, presentations and other corporate documents.
• Organise and maintain both physical and electronic filing systems.
• Coordinate internal meetings, company events and management activities.
• Monitor office supplies and support administrative procurement when required.
• Liaise with internal departments to ensure the timely completion of management requests.

Communication & Coordination

• Act as the communication liaison between senior management and internal/external stakeholders.
• Coordinate meetings with customers, suppliers, government agencies and business partners.
• Assist with translation and interpretation between English and Mandarin where required.
• Facilitate communication with overseas Chinese-speaking stakeholders and headquarters.

Project & Business Support

• Assist top management in monitoring project timelines and following up on assigned tasks.
• Conduct research and prepare information required for business meetings and strategic discussions.
• Support special projects and other assignments as directed by management.

Requirements

Education

• Bachelor's Degree from a recognised university in Business Administration, Management, Communications or a related discipline.

Skills & Competencies

• Entry-level candidates and fresh graduates are welcome. No prior experience is required; candidates with a positive attitude and willingness to learn are encouraged to apply.
• Excellent organizational, planning and time management skills.
• Strong interpersonal and communication skills.
• High level of integrity with the ability to maintain strict confidentiality.
• Able to work independently with minimal supervision.
• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Experience with online meeting platforms and digital collaboration tools is preferred.

Language Requirements

• Fluent in both English and Mandarin (spoken and written).
• The role requires regular communication with Chinese-speaking senior management, overseas business partners and stakeholders, as well as the preparation and translation of business correspondence and documents in both English and Mandarin.

Personal Attributes

• Resourceful and proactive with strong problem-solving abilities.
• Positive attitude and willingness to support business needs beyond routine administrative duties.
• Flexible to accommodate occasional after-office-hours meetings or travel arrangements when required.