Industry: Building Automation, Energy Management, and System Integration
The compensation for this position ranges from 250,000 to 500,000 net per month.
Our client, a premier engineering and automation solutions firm, is in search of a meticulous and proactive Executive Assistant / Executive Coordinator to deliver high-level strategic support to the Managing Director. This fast-paced position is ideal for an individual with a keen eye for detail, serving as the pivotal coordination hub for executive priorities while fostering seamless communication, accountability, and follow-through throughout the organization. The chosen candidate will oversee executive reporting, monitor critical business initiatives, orchestrate management meetings, and expedite the completion of action items to empower data-driven decision-making and enhance overall business performance.
Oversee and execute a comprehensive range of duties to ensure operational efficiency and organizational success. Lead and manage teams to achieve departmental goals while maintaining high standards of performance. Develop and implement strategic initiatives to drive growth and innovation within the organization. Collaborate with cross-functional teams to align on projects and optimize resource allocation. Monitor key performance indicators to assess progress and make data-driven adjustments as needed. Ensure compliance with company policies, industry regulations, and ethical standards. Provide mentorship and guidance to staff to foster professional development and a positive work environment. Identify and mitigate risks to safeguard company assets and maintain business continuity.
Oversee and ensure the upkeep of the Managing Director’s action tracker and priority list.
Monitor and ensure the timely completion of action items delegated to department heads and essential stakeholders.
Monitor project deliverables, due dates, and departmental commitments to guarantee punctual fulfillment.
Develop weekly executive dashboards and management reports that provide clear insights into business performance, project status, sales opportunities, operational updates, and critical risks.
Facilitate seamless exchanges of information and collaboration between the Managing Director and all relevant departments.
Organize and oversee both internal and external meetings, developing agendas and compiling necessary supporting documentation.
When necessary, participate in meetings, document detailed minutes, and monitor the progress of agreed-upon action items.
Responsible for administering and updating trackers encompassing quotations, proposals, tenders, and potential business opportunities.
Track submission deadlines closely and collaborate with key departments to secure all necessary documentation promptly.
Compose executive summaries, business correspondence, presentations, and comprehensive reports.
Oversee the Managing Director’s schedule, including appointments, meetings, and professional engagements, ensuring optimal organization and coordination.
Screen and manage incoming communications efficiently, prioritizing messages based on urgency and relevance to ensure the Managing Director is thoroughly briefed and prepared for all meetings and engagements.
We facilitate seamless collaboration with clients, vendors, consultants, and partners by ensuring coordinated efforts and consistent follow-up throughout all engagements.
We seek a candidate possessing a Bachelor’s degree in a relevant field, supplemented by at least five years of hands-on experience in a comparable role. Strong proficiency in industry-standard software tools and advanced problem-solving skills are essential. The ideal applicant will demonstrate exceptional organizational abilities, meticulous attention to detail, and the capacity to meet tight deadlines consistently. Excellent written and verbal communication skills are required to collaborate effectively with cross-functional teams and stakeholders. Familiarity with current regulatory standards and a commitment to continuous professional development are highly valued.
A bachelor’s degree in Business Administration, Project Management, Engineering, Management, or a related field is required.
A minimum of four years of professional experience in an Executive Assistant, Executive Coordinator, Project Coordinator, Operations Coordinator, or comparable management support position is required.
Required experience includes a demonstrated track record in providing high-level administrative or operational support to senior executives or leadership teams.
A proven track record in action tracking, project coordination, reporting, and stakeholder management is essential.
Demonstrates a high-level command of Microsoft Office Suite, with particular expertise in Excel, PowerPoint, Outlook, and Word.
Proven expertise in crafting comprehensive reports, designing impactful presentations, and delivering clear, persuasive business communications.
Exceptional organizational capabilities are required to adeptly handle numerous tasks and responsibilities concurrently.
A strong emphasis on precision, a commitment to maintaining a professional demeanor, and the ability to exercise sound judgment while upholding confidentiality are essential qualities for this role.
Proficiency in engineering, construction, technology, facilities management, manufacturing, or technical industries represents an additional benefit.
Qualified candidates are encouraged to submit their CV to talentsearch@firstexcelsia.com, ensuring the subject line reads: “Executive Assistant / Executive Coordinator Application.” Notifications will be extended solely to applicants who are selected for further consideration.
Qualifications
BA/BSc/HND
Experience Required
4 years
