Personal Assistant to the Managing Director

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: 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. 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. 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. 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. 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. 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. Your application will include the following questions: Which of the following statements best describes your right to work in Hong Kong? What's your expected monthly basic salary? How many years' experience do you have as a Personal Assistant to the Managing Director? Which of the following Microsoft Office products are you experienced with? Which of the following languages are you fluent in? Do you have freight forwarding experience? Do you have secretarial experience? Sheung Wan, Central and Western District, HK #J-18808-Ljbffr