Role Overview
We are looking for a highly organized, proactive, and business-minded Personal Assistant to Director to support sales activities, client relationship management, and day-to-day business coordination.
This role goes beyond traditional administrative support. You will work closely with the Director in managing customer relationships, coordinating meetings, tracking follow-ups, supporting sales opportunities, and ensuring smooth communication between clients and internal teams. You may also accompany the Director to customer meetings, assist with note-taking, meeting coordination, and post-meeting follow-up.
The ideal candidate is professional, responsive, detail-oriented, and comfortable working in a fast-paced business environment. We are looking for someone who can represent the company well, communicate confidently with clients, and help keep business opportunities moving forward.
Key Responsibilities
- Manage the Director’s calendar, appointments, meetings, and travel arrangements.
- Coordinate and schedule customer meetings, sales discussions, presentations, and follow-up sessions.
- Accompany the Director to client meetings and business engagements when required.
- Take meeting notes, track action items, and ensure timely follow-up after meetings.
- Follow up with customers on proposals, quotations, appointments, project matters, payments, and outstanding issues.
- Track sales opportunities, customer communications, and pending action items to ensure nothing is missed.
- Act as a coordination point between the Director, customers, prospects, and internal teams.
- Prepare meeting agendas, reminders, emails, correspondence, and simple business documents.
- Maintain organized records of customer contacts, meeting notes, sales activities, and follow-up status.
- Support the Director in managing priorities and ensuring smooth daily business operations.
- Provide general executive and personal assistance as required.
Requirements
- Proven experience as a Personal Assistant, Executive Assistant, Sales Coordinator, Client Service Executive, or in a similar role.
- Strong organizational and time management skills with the ability to handle multiple tasks effectively.
- Good interpersonal and communication skills, with confidence in dealing with clients and business partners.
- Professional, well-presented, and comfortable accompanying the Director to external meetings.
- Strong follow-up discipline and attention to detail.
- Able to work independently, maintain confidentiality, and handle sensitive information with discretion.
- Proficient in Microsoft Office applications such as Word, Excel, PowerPoint, and email communication tools.
- Positive attitude, responsible, proactive, and able to work in a fast-moving business environment.
Language Requirements
- Fluent in both English and Chinese (spoken and written) is required.
- Additional language skills will be a strong advantage.
Preferred Qualities
- Experience supporting sales, business development, or customer relationship management activities.
- Strong coordination skills and the ability to keep tasks moving without close supervision.
- Mature, reliable, and solution-oriented mindset.
- Good business sense and the ability to understand customer needs and urgency.
Why Join Us
- Work closely with senior leadership and gain direct business exposure.
- Be involved in customer engagement, sales coordination, and strategic follow-up.
- Opportunity to grow into a broader business support, client management, or sales operations role.
- Dynamic and professional working environment.
- Meaningful role with direct impact on business development and customer success
