Executive Assistant (PA to CEO and Operations)

Duties and Responsibilities

You are primarily responsible for the following: -

• Manage and coordinate the Director’s calendar, meetings, appointments, and travel arrangements.
• Prepare meeting agendas, presentations, reports, and take meeting minutes where required.
• Handle confidential correspondence, documents, and information with a high level of discretion.
• Support office administrative and personal tasks to ensure smooth daily operations.
• Provide administrative support to the CEO on his sales activities.
• Prepare and process sales quotations, purchase orders, contracts, and related documentation accurately and timely.
• Coordinate order processing, delivery schedules, and follow up with internal departments to ensure fulfilment.
• Maintain and update sales records, customer databases, and CRM systems.
• Compile sales reports, forecasts, and performance summaries for management review.
• Handle CEO’s customer enquiries, follow-ups, and after-sales support where required.
• Oversee office administration to ensure smooth office operations.
• Manage office supplies, vendors and service providers matters.
• Assist in organising company events, meetings, and internal activities.

Minimum Qualifications

• Diploma in Business Administration, Management, Marketing, or a related field preferred.
• Minimum 2 years of relevant working experience;
• Proficient in Microsoft Office;
• Tech & AI savvy;
• Experience in ERP system is an advantage e.g. SAP ;
• A fast learner with good oral and written communication skills;
• Self-driven with can-do attitude, reliable, resourceful, neat and organise, meticulous and a team player;
• Immediate availability or short notice period preferred.