Junior Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

Calendar and Daily Schedule Management

● Manage, arrange, and follow up on the CEO's daily, personal, family, business, travel, and event schedules.

● Coordinate appointments with internal teams, external partners, friends, family members, vendors, and service providers.

● Prepare necessary information before each meeting or appointment, including time, location, attendees, documents, dress code, transportation plan, and special requirements.

● Track assigned tasks and remind the CEO of key deadlines or pending matters.

● Prioritize tasks based on urgency and importance.

Transportation, Car, and Driver Coordination

● Coordinate the driver's schedule and transportation arrangements for the CEO and family members.

● Confirm pick-up/drop-off times, routes, addresses, and travel timing.

● Monitor car-related matters such as maintenance, repair, insurance, registration, road fees, fuel/charging, cleaning, and overall vehicle condition.

● Liaise with garages, car brands, insurance companies, rescue services, and other related vendors when needed.

● Follow up on car issues and coordinate with related parties.

● Support vehicle handover, inspection, and documentation when there is a change of driver or related personnel.

Household Staff and Personal Operations Support

● Coordinate household staff such as housekeepers

● Monitor attendance, salary, advances, outstanding debts, handover of assets, and work performance.

● Track household expenses such as groceries, daily supplies, repairs, maintenance, and other personal spending.

● Check invoices, receipts, expense summaries, and report clearly to the CEO.

Booking, Reservation, and Personal Services

● Arrange flights, hotels, restaurants, airport transfers, health check-ups, and other personal services.

● Support online flight check-in, boarding pass preparation, seat selection, luggage checks, boarding time reminders, and special requests.

● Research, recommend, and confirm restaurants, hotels, services, and venues that match the CEO's standards and preferences.

● Prepare detailed travel/business trip itineraries, including flights, hotels, transportation, restaurants, activities, and estimated costs.

● Handle booking changes, refunds, complaints, confirmations, cancellations, and urgent travel-related issues.

Personal Administration, Paperwork, and Payments

● Prepare, review, organize, and store personal documents, contracts, invoices, receipts, payment records, and supporting documents.

● Track and make payments on company's portal system as requested

● Track payments, refunds, outstanding balances, advances, reimbursements, and ad-hoc expenses.

● Liaise with banks, insurance providers, tax authorities, landlords, service providers, and other parties when requested.

● Monitor personal matters such as house/car maintenance, repair, insurance

● Draft messages, emails, letters, forms, confirmations, agreements, and documents for signature.

● Ensure all documents are well-organized, easy to retrieve, and kept confidential.

Business, Event, and Partner Support

● Support the CEO in preparing for meetings, workshops, external events, internal events, etc.

Qualifications

• Bachelor's degree in business administration, management, or a related field is preferred.

• Minimum 01 year of experience as a receptionist, preferably in an international or foreign-invested restaurant/resort/luxury hotel

• Presentable appearance with a friendly, service-oriented attitude

• Strong communication and interpersonal skills

• Ability to interact professionally with people at all levels

• Familiar with switchboard systems and basic office equipment

• Well-organized, detail-oriented, and able to multitask effectively

• Good use in English

• Proficient in Microsoft Office suite (Word, Excel, PowerPoint) and other relevant software applications.