Personal Assistant to CEO

Key Responsibilities

• Assist the CEO in managing schedules, meetings, and business appointments
• Organise meetings, prepare meeting minutes, and follow up on action items
• Assist in handling internal communications, reports, and business documents
• Coordinate communication between the CEO and various departments
• Track and follow up on important tasks and projects assigned by the CEO
• Ensure departments execute and complete assigned tasks on time
• Identify delays or execution issues and provide timely feedback
• Prepare regular progress updates and reports for the General Manager
• Coordinate communication and collaboration among departments
• Facilitate problem-solving for cross-functional matters
• Support the improvement of internal coordination processes
• Assist in preparing operational reports and management data analysis
• Monitor key operational indicators (e.g. equipment utilisation, project progress, cost control, receivables)
• Identify abnormalities or operational risks and report promptly
• Assist in implementing company policies, procedures, and management requirements
• Monitor execution effectiveness across departments
• Support management standardization and process improvement initiatives
• Assist in business reception and visitor arrangements
• Support external communication and coordination when required
• Assist in managing contracts, files, and important business documents
• Complete other assignments delegated by the CEO
• Coordinate internal matters on behalf of the CEO within authorised scope

Requirements

• Bachelor’s degree or above
• Minimum 2 years of relevant working experience
• Experience as Executive Assistant, Management Assistant, Administrative Manager, or Operations Coordinator in construction machinery, equipment rental, logistics, engineering, or manufacturing industries preferred
• Experience in fast-growing SMEs preferred
• Strong execution and follow-up capability
• Excellent communication and coordination skills
• Good organisational and problem-solving abilities
• Ability to drive tasks and projects to completion
• Data analysis and reporting capability
• Business and cost-awareness mindset
• Ability to work under pressure
• Basic management and operational thinking