Travel Coordinator (China Business Visits)

Job Overview

We are looking for a meticulously organized and proactive Executive Assistant / Business Coordinator to provide comprehensive support to the Managing Director. This role primarily involves accompanying the MD on official business trips to China and other locations, overseeing travel planning, meeting coordination, documentation handling, vendor interactions, and business follow-ups. The ideal candidate will demonstrate excellent communication and organizational prowess, along with comfort in frequent international travel.

Core Responsibilities

• Join the Managing Director on international business visits, especially to China.
• Organize and manage the MD’s travel schedules, appointments, and meeting itineraries.
• Attend meetings alongside the MD, document minutes, and monitor actionable items.
• Create presentations, business reports, official correspondence, and other documents.
• Handle sensitive and confidential information with utmost discretion.
• Coordinate with suppliers, manufacturers, vendors, and business partners across countries.
• Track quotations, purchase orders, production timelines, and deliveries.
• Assist in business negotiations and maintain detailed records of agreements.
• Collaborate with internal teams to ensure timely fulfillment of business needs.
• Manage all aspects of international travel arrangements, including visa processing, flight bookings, lodging and transportation, plus travel itinerary preparation.
• Ensure all travel-related documents are accurately prepared and current.
• Supervise travel expenses and keep detailed expense reports.
• Draft emails, meeting summaries, and official business communications.
• Maintain well-organized records of contracts, reports, and other business documents.
• Coordinate with interpreters or translators whenever necessary for smooth communication.
• Follow up effectively on commitments made during meetings.
• Prepare regular status reports on a daily, weekly, and monthly basis.
• Monitor project deadlines and expected business outputs.
• Provide general administrative and operational assistance as needed.

Qualifications and Experience

• A bachelor's degree in Business Administration, Commerce, Management, or similar fields.
• Two to five years of experience in executive assistance, business coordination, or executive support roles.
• Prior experience working closely with senior executives is preferred.
• Familiarity with international business operations, sourcing, procurement or manufacturing processes is advantageous.

Required Skills

• Strong English communication skills, both spoken and written.
• Excellent organizational and multitasking capabilities.
• Proficient with Microsoft Office suite including Excel, PowerPoint, Word, and Outlook.
• Skilled in preparing reports, presentations, and meeting documentation.
• Demonstrated ability in follow-up, coordination, and resolving issues effectively.