Executive Secretary

Job Purpose

We are seeking a professional, organized, and reliable Executive Secretary with strong communication, coordination, documentation, scheduling, and administrative skills to effectively manage day-to-day business activities.

The role requires strong communication skills, confidentiality, attention to detail, and the ability to manage multiple tasks independently.

Key Responsibilities

• Manage daily schedules, appointments, meetings, and reminders.

• Coordinate meetings with suppliers, manufacturers, clients, and business partners.

• Handle emails, calls, correspondence, and other business communications.

• Prepare letters, reports, presentations, meeting minutes, and related documents.

• Coordinate communication between the China office, Head Office, suppliers, and other stakeholders.

• Assist with Chinese-English communication and translation when required.

• Arrange business travel, hotel bookings, transportation, and meeting schedules.

• Maintain proper filing of contracts, quotations, supplier documents, and confidential records.

• Follow up with suppliers regarding quotations, samples, orders, deliveries, and pending matters.

• Assist during supplier visits, factory visits, exhibitions, and business meetings.

• Support general office administration and day-to-day coordination.

• Maintain strict confidentiality of company and management information.

Candidate Requirements

• Bachelor's degree or equivalent qualification preferred.

• Previous experience as an Executive Secretary, Personal Assistant, Executive Assistant, or similar role.

• Preferably 2–5 years of relevant experience.

• Good command of English and Mandarin Chinese.

• Good knowledge of Microsoft Office and business communication tools.

• Strong organizational, communication, and follow-up skills.

• Professional, presentable, trustworthy, and detail-oriented.

• Ability to work independently and manage multiple priorities.

• Familiarity with WeChat and Chinese business practices will be an advantage.

• Experience in sourcing, trading, manufacturing, or industrial businesses will be an added advantage.

Preferred Profile

• Fluent in Chinese and English.

• Proactive and well organized.

• Strong interpersonal and communication skills.

• Reliable and capable of handling confidential information.

• Flexible and willing to support business meetings, supplier visits, and factory visits as required.