Executive Assistant to CEO (Construction Industry)

About the Role

We are seeking a highly organized, proactive and versatile Executive Assistant to provide comprehensive executive, administrative and business support to the CEO.

The successful candidate will work closely with senior management and various departments, supporting executive operations, HR and foreign worker management, factory operations, project coordination, sales activities and tender administration.

This role requires a hands-on individual with strong organizational skills, business acumen and the ability to independently manage multiple responsibilities in a fast-paced construction environment.

Key Responsibilities

1. Executive & Administrative Support

• Manage the Chairman's and CEO's calendars, appointments, meetings and correspondence.

• Prepare business reports, presentations, meeting agendas, minutes and confidential documents.

• Coordinate with internal departments, clients, business partners and external stakeholders.

• Follow up on management instructions, outstanding matters and departmental deliverables.

• Conduct research and prepare briefing materials to support management decisions.

• Provide discreet administrative support for confidential business and personal matters.

2. HR, Foreign Worker & Factory Workforce Management

• Assist in managing daily factory operations and workforce-related matters, including manpower planning, worker deployment, attendance, leave and overtime arrangements.

• Coordinate with factory supervisors and project teams on manpower allocation, worker productivity and operational requirements.

• Assist in managing workers' dormitory matters, including housekeeping and compliance with relevant regulations.

• Monitor workers' discipline, attendance and workplace conduct, and assist in resolving grievances and disciplinary issues.

3. Project & Business Coordination

• Assist in coordinating project-related activities with project teams, subcontractors, suppliers and external stakeholders.

• Monitor project schedules, progress updates, documentation and outstanding deliverables.

• Follow up on project-related issues and facilitate communication between management and operational teams.

• Assist in preparing project reports, submissions and business correspondence.

• Read and understand basic construction drawings, layouts and technical documents.

4. Sales, Marketing & Tender Support

• Follow up on sales enquiries, client correspondence, quotations and business opportunities.

• Assist in preparing business proposals, quotations, company profiles and marketing materials.

• Support tender preparation, documentation, submission and follow-up activities.

• Coordinate with relevant departments to obtain pricing, quotations and supporting documents for tender submissions.

• Maintain proper records of sales enquiries, tender submissions and business correspondence.

5. Corporate Administration & Compliance

• Coordinate company licence, permit, registration and certification renewals, particularly those related to the construction industry.

• Liaise with relevant authorities and external parties on regulatory submissions and administrative matters.

• Maintain proper document control, filing systems and confidential company records.

• Support cross-departmental coordination and other business administration activities.

6. Travel & Personal Support

• Manage end-to-end travel arrangements, including flight bookings, hotel accommodation, transportation, visa applications and travel itineraries.

• Coordinate business travel schedules in accordance with management requirements.

• Provide confidential assistance with the Chairman's and CEO's personal schedules and ad hoc personal matters.

7. Other Responsibilities

• Perform other executive support, operational coordination and administrative duties as assigned by the Chairman and CEO.

Requirements

• Bachelor's degree in Business Administration, Management, Engineering, Construction Management or a related field.

• Minimum 3 years of relevant experience in an Executive Assistant, Business Coordination, Operations or similar role, preferably in the construction industry.

• Prior exposure to project coordination, sales support, tender preparation and submission processes.

• Ability to read and understand basic construction drawings, floor plans and technical documentation is an advantage.

• Excellent communication, interpersonal and coordination skills, with the ability to liaise effectively with senior management, project teams, factory supervisors and workers.

• Strong proficiency in Microsoft Office, particularly Excel, Word and PowerPoint.

• Meticulous, proactive, resourceful and well organized, with strong problem-solving and multitasking abilities.

• Able to work independently, manage competing priorities and meet tight deadlines.

• High level of professionalism, discretion and confidentiality.

• Adaptable, hands-on and willing to work across office, factory and construction project environments as required.