Executive Assistant/ chief of staff
Executive Assistant to Managing Director / Chief of Staff – Business Operations
About the role :
We are looking for a highly organized, proactive and commercially minded professional to work closely with the Managing Director across several businesses involving agricultural commodity trading/export, manufacturing/production, warehousing and logistics.
Main responsibilities :
1. Management coordination
* Coordinate with senior staff and managers across different business units.
* Follow up on important tasks, deadlines and management decisions.
* Maintain a centralized management task tracker.
* Identify delayed or unresolved matters and escalate them appropriately.
* Prepare weekly management reports and summaries.
2. Problem solving
* Investigate operational and administrative problems.
* Gather information from relevant departments.
* Identify root causes.
* Develop possible solutions and make recommendations to the Managing Director.
3. Business monitoring
Monitor key areas including:
* Sales and purchasing
* Inventory and warehouse
* Production
* Export and logistics
* Finance and accounting
* Tax matters
* Receivables/payables
* Important customer and supplier issues
4. Management reporting
Prepare concise reports covering:
* What happened
* Current status
* Problems
* Responsible person
* Deadline
* Recommended action
5. Project coordination
* Coordinate special projects and expansion initiatives.
* Follow up with internal and external parties.
* Ensure projects stay on schedule.
6. Executive support
* Prepare meetings and agendas.
* Record decisions and action items.
* Coordinate business travel and important appointments when required.
* Conduct research and prepare information for management decisions.
7. Cross-functional communication
Work directly with senior personnel in:
* Accounting & tax
* Finance
* Export/logistics
* Warehouse
* Production
* Procurement
* Sales
Requirements
Essential:
* Minimum 5–8 years of professional experience.
* Experience in operations, project management, management reporting, commercial, supply chain, finance, or a similar role.
* Strong organizational and follow-up skills.
* Able to communicate confidently with senior employees and managers.
* Strong analytical and problem-solving ability.
* Able to work independently with minimal supervision.
* Comfortable handling confidential business information.
* Strong Excel/Google Sheets skills.
* Good written and spoken English.
* Willing to travel when required.
* Willing to visit warehouses, factories, suppliers and customers when necessary.
Preferred:
* Experience in trading, manufacturing, agriculture, commodities, logistics or export.
* Experience working directly with business owners/directors.
* Experience managing cross-functional projects.
* Mandarin/Chinese language ability is a plus, but not mandatory.
Personal qualities :
We are looking for someone who is:
* Proactive rather than waiting for instructions.
* Comfortable asking difficult questions.
* Able to respectfully challenge management when necessary.
* Persistent in following up with people.
* Practical and solution-oriented.
* Mature and trustworthy.
* Comfortable working in an entrepreneurial environment where priorities can change quickly.
* Discreet with confidential information.
* More interested in solving problems than receiving a title.