Executive Assistant

About the Role

A growing company in the food, retail, and franchising industry is looking for a highly organized, discreet, and professional Executive Assistant to the President & CEO.

This role will provide direct executive, administrative, and confidential support to top management. The successful candidate will help manage the day-to-day affairs of the President & CEO's office, including scheduling, correspondence, document preparation, meeting coordination, follow-ups, travel arrangements, business reports, and special projects.

This position requires excellent judgment, strong communication skills, attention to detail, confidentiality, and the ability to work with executives, department heads, external partners, government offices, and other key stakeholders.

1. Manage the daily administrative requirements of the President & CEO's office, including appointments, meetings, conferences, business engagements, and schedule changes.
2. Prepare background information, documents, meeting materials, presentations, summaries, and action points for executive meetings and engagements.
3. Coordinate with department heads and key personnel for reports, updates, approvals, presentations, and required documents.
4. Screen calls, messages, emails, letters, and other communications directed to the President & CEO, and determine proper routing, priority, or response.
5. Draft, review, proofread, and format letters, memos, emails, reports, and other documents for executive approval or signature.
6. Handle confidential company, employee, business, and executive information with professionalism, discretion, tact, and diplomacy.
7. Serve as liaison between the President & CEO and internal departments, affiliate companies, external partners, government offices, service providers, and other stakeholders.
8. Coordinate special activities, company events, executive meetings, travel arrangements, car services, guest visits, and related logistics.
9. Maintain organized files, records, trackers, priority lists, monitoring tools, and follow-up systems for executive office requirements.
10. Assist in preparing business plan documents, quarterly reports, presentations, executive summaries, and other management reports.
11. Support selected administrative requirements such as recurring documents, invoices, scanning, photocopying, filing, and other office tasks as assigned.
12. Continuously look for ways to improve work efficiency through digital tools, new technologies, and AI-assisted productivity tools.

1. Bachelor's degree in Business Administration, Office Administration, Management, Communication, or any related course.

1. Preferably with at least 2–4 years of experience as an Executive Assistant, Administrative Assistant, Executive Secretary, Office Administrator, or similar role.
2. Experience supporting senior executives, business owners, or top management is an advantage.
3. Excellent written and verbal communication skills.
4. Strong organizational, scheduling, coordination, documentation, and follow-through skills.
5. Highly trustworthy and able to handle confidential and sensitive information.
6. Detail-oriented, professional, resourceful, proactive, and able to work with minimal supervision.
7. Able to work under pressure, manage multiple priorities, and meet deadlines.
8. Proficient in Microsoft Office, Google Workspace, email/calendar tools, and digital documentation.
9. Willing to learn and use productivity tools, systems, and AI-assisted work tools.
10. Must be willing to work on-site.

• Mature, discreet, and dependable.
• Comfortable dealing with executives, department heads, business partners, and external offices.
• Able to protect confidential information and exercise good judgment.
• Organized and disciplined in monitoring deadlines, schedules, and follow-through items.
• Good at writing letters, memos, reports, meeting notes, and executive summaries.
• Professional in handling calls, visitors, and external communications.
• Flexible, adaptable, and willing to handle both routine and urgent tasks.