Key Responsibilities:
1) Meeting Coordination & Calendar Management:
- Schedule, organize, and coordinate meetings.
- Manage and update Chairman's calendar to ensure no scheduling conflicts.
- Coordinate with external stakeholders for meeting arrangements.
2) Meeting Notes:
- Attend meetings alongside with Chairman.
- Take accurate and comprehensive notes during meetings.
- Provide summaries or action items following each meeting.
3) Time Management:
- Assist with the Chairman's daily time management.
- Prioritize tasks and appointments to ensure an efficient daily workflow.
4) Errands & Personal Assistance:
- Run personal errands for the Chairman as requested.
- Handle various personal tasks, ensuring the Chairman's needs outside of work are taken care of efficiently.
5) Travel Arrangements:
- Organize and manage all travel arrangements, including booking flights, accommodations, and ground transportation.
- Create detailed travel itineraries, ensuring smooth travel experiences.
6) Correspondence Handling:
- Review and manage incoming emails, letters, and legal documents.
- Flag important communications and draft responses on behalf of the Chairman.
- Maintain professionalism and confidentiality in all correspondence.
7) Drafting Communications:
- Prepare and draft professional correspondence, including emails and letters.
- Ensure timely and clear communication on behalf of the Chairman.
8) Family & Estate Management:
- Handle personal matters related to the Chairman's family and estates.
- Coordinate with vendors, staff, and external parties for household or estate-related requirements.
9) Additional Assignments:
- Assist with any other tasks or special projects as assigned by the Chairman
- Be flexible and adaptable to the dynamic nature of the role.
Key Qualifications:
- Minimum a bachelor's degree in any field.
- Proven experience as a personal assistant or executive assistant to senior leadership.
- Excellent organizational and time-management skills.
- Ability to multitask and handle various projects with discretion and confidentiality.
- Strong written and verbal communication skills.
- Proficient in MS Office, Google Suite, or relevant software for scheduling and communication.
- Flexibility to travel frequently, both domestically and internationally.
- Strong attention to detail and proactive attitude.
- Professionalism and a high level of integrity.
- Willingness to work flexible and irregular hours as needed to accommodate the Chairman's schedule.
- Demonstrate clear, confident verbal communication in both English and Mandarin to liaise with China counterparts.
Preferred:
- Experience managing family estates or household tasks.
- Familiarity with managing travel arrangements on a global scale.
