Executive Assistant to the Group Director

Job Overview

This position is integral to the Founder’s operations across three affiliated companies, acting as his main support. You will manage his office functions, agenda, and ensure smooth execution of business activities and staff management tasks. Your work will include overseeing schedules, coordinating with project managers, and ensuring all assignments raised by the Founder reach completion. The role also encompasses both business-specific and personal matters, requiring utmost confidentiality.

Key Duties

• Manage and own the Founder’s calendar, organizing appointments, meetings, site visits, and travel plans without scheduling conflicts.
• Prepare meeting agendas, document minutes, and maintain action item lists; diligently follow up on all commitments until fully resolved.
• Draft and format official correspondence, letters, and minutes consistent with company standards; maintain organized digital filing systems.
• Coordinate comprehensive travel arrangements including business trips, industry events, and supplier visits, including overseas travel.
• Implement business initiatives from planning stages to final execution by liaising with appropriate personnel, setting deadlines, tracking progress, and reporting outcomes.
• Distribute work plans from the Founder to project managers and verify that site and workshop teams adhere to scheduled programs.
• Serve as the central contact for all employee matters across the group, managing attendance, leave, welfare, records, and daily personnel inquiries.
• Organize staff task assignment and monitoring by utilizing the group’s KPI and Task Ledger, ensuring reminders and follow-ups are promptly issued and escalated if required.
• Conduct routine reviews of admin, HR, and project workflows, identifying any delays and recommending corrective actions.
• Maintain strict confidentiality concerning all commercial, legal, financial, and personal information; employment requires signing a Non-Disclosure Agreement.

Qualifications and Skills

• At least five years of experience supporting a founder, MD, or C-suite executive, preferably within construction, interior design, real estate, or luxury goods industries.
• Diploma or degree in business administration, secretarial studies, or related disciplines.
• Highly organized and persistent with the ability to effectively enforce deadlines among diverse teams ranging from craftsmen to management.
• Fluency in English required; Mandarin proficiency is a significant advantage to facilitate communication with workshops and suppliers.
• Competent in Google Workspace, Microsoft Office, and WhatsApp for coordination purposes, with a quick aptitude for adopting new in-house digital tools.
• Professional demeanor, discreet when dealing with high-net-worth clients and brand principals, and composed in demanding or onsite environments.
• Willingness to occasionally work beyond standard hours to handle urgent issues; personal transport ownership is preferred.

Additional Information

Compliance with a Non-Disclosure Agreement is mandatory to safeguard sensitive company administration and projects.