• We are seeking an experienced Executive Secretary and Operation Executive to provide comprehensive administrative, research, and coordination support to senior management. The ideal candidate will have at least 5 years of relevant experience supporting senior executives, strong IT proficiency, and excellent organizational and communication skills. The role involves supporting both local and overseas offices, working remotely as needed, and may transition to a hybrid work arrangement in the future. The position also values familiarity with modern AI tools to enhance productivity and efficiency.

• Manage and maintain executive schedules, appointments, and travel arrangements.
• Conduct research and compile data for reports, presentations, and decision-making.
• Coordinate and liaise with government agencies, department heads, and other key personnel.
• Meet and communicate with external agencies, consultants, vendors, and officials to schedule meetings, coordinate events, and assist with problem resolution.
• Attend virtual and in-person meetings on behalf of the executive; take accurate minutes and follow up on action items.
• Conduct interviews and meetings, including scheduling, preparing agendas, and documenting outcomes.
• Source for new vendors, conduct supplier research, manage vendor databases, and support procurement activities.
• Support overseas offices by coordinating with international teams, handling cross-border communications, and assisting with global projects.
• Work remotely as required, maintaining high productivity and responsiveness across different time zones.
• Prepare, proofread, and edit correspondence, reports, and PowerPoint presentations.
• Organize and maintain filing systems (electronic and paper), ensuring information security and accessibility.
• Handle confidential documents and communications with discretion and professionalism.
• Track and prioritize tasks and deadlines for the executive, ensuring timely completion of projects.
• Assist in planning and coordinating high-priority meetings, events, and projects.
• Provide support for special projects and initiatives as directed by the executive team.
• Able to travel locally or overseas if required to attend meetings, events, or coordinate with external stakeholders.
• Perform other related administrative duties as assigned.

*Our Ideal Candidate*

• Bachelor’s degree in Business Administration, Office Management, or a related field
• Minimum 5 years of proven experience as an Executive Secretary or in a similar executive support role or Business Operations

*Requirements and Technical Competencies*

• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and familiarity with office management software, business analytics, reporting tools, and CRM software
• Excellent organizational and time-management abilities, with the capacity to multitask and prioritize in a fast-paced environment.
• Outstanding written and verbal communication skills.
• Strong interpersonal skills; able to interact effectively with stakeholders at all levels.
• High level of integrity, discretion, and confidentiality in handling sensitive information.
• Experience coordinating with government agencies, external organizations, and vendors sourcing is a plus.
• Experience supporting overseas offices or working with international teams is an advantage.
• Willingness and ability to travel as required.
• Comfortable working remotely and across different time zones.

*Work Arrangement*

• The role supports both local and overseas offices and requires the ability to work remotely.
• Please note: The working arrangement may transition to a hybrid model in the future, combining remote work with scheduled in-office days.
• Flexibility and adaptability to changing work environments are essential.

Join us and play a pivotal role in supporting our leadership and driving organizational success—both locally and internationally!