Personal Assistant to the Managing Director

We are looking for a highly organized, proactive, and bilingual Personal Assistant to provide dedicated support to our Managing Director. This is a critical role that combines traditional administrative duties with strategic project coordination. The ideal candidate will be a strategic partner, capable of managing complex schedules, driving key initiatives, and handling a wide range of business matters with professionalism and discretion. Direct experience in the freight forwarding industry is essential to understand the nuances and urgent demands of our business.

Key Responsibilities:

1. Executive Support & Schedule Management:

   • Provide comprehensive, day-to-day administrative support to the Managing Director.
   • Manage the MD's dynamic and complex calendar, scheduling meetings, appointments, and business engagements (domestic and international) with a focus on efficiency and priority.
   • Act as the primary gatekeeper, screening communications and requests to optimize the MD's time and focus.
   • Handle confidential private matters and appointments for the MD with absolute discretion.

2. Meeting & Event Coordination:

   • Coordinate all logistics for internal and external meetings (Board, management, client, etc.), including venue booking, A/V setup, materials, and catering.
   • Accurately record, distribute, and archive meeting minutes and key takeaways.
   • Track action items arising from meetings to ensure timely follow-up and completion.

3. Project & Task Tracking:

   • Serve as a central hub for tracking key tasks and strategic projects delegated by the MD.
   • Proactively monitor progress, provide status updates, and help ensure critical milestones are met.

4. Business Communication & Liaison:

   • Serve as a key point of contact and professionally represent the MD in communications with key clients, partners, and internal staff.
   • Draft, prepare, and proofread business correspondence, presentations, proposals, and other documents.

5. Industry-Specific Support (Freight Forwarding):

   • Leverage industry knowledge to effectively prioritize tasks and understand urgency (e.g., port closures, shipping delays).
   • Use industry-specific terminology accurately in all communications.
   • Assist in managing client issues, facilitating effective communication between the MD and operational/ sales teams.

6. Administrative & Travel Management:

   • Manage the MD's business expenses and prepare timely expense reports.
   • Arrange complex domestic and international travel itineraries, including flights, accommodation, and ground transportation.

Qualifications & Requirements:

• Bachelor's degree in Business Administration, Logistics, Supply Chain Management, or a related field.
• Minimum of 5 years of experience as a Personal/Executive Assistant supporting C-level executives, preferably a Managing Director or CEO.
• Must have proven work experience within the freight forwarding, logistics, or supply chain sector.
• Full professional fluency in both English and Mandarin Chinese is mandatory, with exceptional written and verbal communication skills in both languages.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Exceptional organizational and time-management skills, with a proven ability to prioritize multiple tasks effectively in a fast-paced environment.
• Proactive, resourceful, and able to anticipate needs and solve problems independently.
• Demonstrates the highest level of discretion, confidentiality, and integrity when handling sensitive information.
• Strong interpersonal skills with the ability to build and maintain effective working relationships across all levels of the organization stand the nuances and urgent demands of our business.