Executive Assistant（CEO Office)

Executive Assistant to CEO

Role Overview

The Executive Assistant to the CEO will provide high-level executive and business support, acting as a key coordination point between the CEO, clients, business partners, and internal teams. Beyond traditional administrative responsibilities, the role will support client relationship management, business opportunity follow-up, research, project coordination, and end-to-end execution.

The role is expected to proactively anticipate the CEO’s needs, translate ideas and decisions into actionable tasks, and ensure that key business matters are followed through to completion.

Key Responsibilities

1. CEO Support & Time Management

• Manage the CEO’s calendar, meetings, calls, business travel, and external engagements.
• Prioritise matters based on importance, urgency, and commercial value.
• Prepare meeting background materials, participant profiles, company information, and key discussion points in advance.
• Highlight key decisions requiring the CEO’s attention rather than simply forwarding information.
• Capture the CEO’s verbal instructions, voice messages, and ad-hoc ideas, translating them into clear and actionable tasks.
• Provide the CEO with concise daily updates on key matters and outstanding actions.
• Filter non-critical matters to minimise unnecessary communication and information reaching the CEO.
• Accompany the CEO to domestic and international meetings, business events, and business trips when required.

2. Client Relationship & Business Opportunity Follow-Up

Following meetings between the CEO and clients, business partners, or investors, the role will:

• Prepare and organise meeting minutes promptly after each meeting.
• Identify the counterparty’s key needs, concerns, decision-making structure, and next steps.
• Maintain client and business opportunity records.
• Clarify the owner, deadline, and expected deliverables for each opportunity.
• Draft and send post-meeting follow-ups, business emails, and other client communications.
• Maintain regular and professional follow-up with clients to ensure opportunities progress without unnecessary delays.
• Track client feedback and update opportunity status accordingly.
• Identify communications requiring the CEO’s direct involvement and prepare recommended responses in advance.
• Represent the CEO, within an authorized scope, for routine communications such as document sharing, meeting arrangements, requirement clarification, and progress updates.
• Ensure every external interaction has a clearly defined next step, owner, and deadline.

3. Business Research & Meeting Preparation

• Assign and coordinate research tasks based on the CEO’s meetings and business requirements.
• Coordinate research covering clients, companies, decision-makers, markets, products, competitors, and relevant country backgrounds.
• Identify information gaps and coordinate with relevant team members to obtain additional information.
• Conduct basic research, information verification, and information analysis independently when required.

4. Business Proposals & Document Management

• Develop proposal frameworks based on the CEO’s commercial direction and client requirements.
• Coordinate with research, supply chain, technical, and back-office teams to gather the required information.
• Draft or assist in preparing company profiles, business proposals, product proposals, client requirement documents, meeting minutes, business correspondence, quotation explanations, follow-up documents, and internal action trackers.
• Ensure consistency in proposal logic, content, formatting, and document versions.
• Review documents to ensure they directly address the client’s requirements and questions.
• Manage document naming, version control, and distribution records.
• Conduct basic quality checks before documents are sent for CEO or relevant stakeholder approval.

5. Internal Project Coordination & Follow-Through

The Executive Assistant will serve as a central coordination point for matters assigned by the CEO, working closely with internal teams and external stakeholders to ensure timely execution and completion.

Requirements

• Bachelor’s degree or above;
• Strong logical thinking, information organisation, and summarisation skills;

Regret to inform that only shortlisted candidates will be notified.
www.dadaconsultants.com
EA Registration Number: R1878287
Business Registration Number: 201735941W.