Executive Assistant for Operations

We have operations in Kuala Lumpur and Taipei. We are looking for an executive assistant, based in Kuala Lumpur, to take scheduling and administration off the principal's plate and to keep things moving smoothly between the two offices. The role has a second side to it. We buy a range of items, mostly from suppliers in mainland China, and you will be responsible for researching options, dealing with sellers directly and coming back with a recommendation. Fluency in written and spoken Mandarin is essential, not a bonus. This is a discreet role. You will have visibility of personal, family and financial matters, and we treat confidentiality as the first requirement rather than the last. What you will do Scheduling and coordination Manage the principal's calendar and the family calendar. Book appointments, coordinate with third parties, and flag clashes before they become problems. Keep the Kuala Lumpur and Taipei sides aligned. Both cities run on the same clock, so the challenge is information rather than time zones. You are the person who makes sure nothing falls between the two. Arrange travel across the region, including flights, accommodation, ground transport and the paperwork that goes with them. Administration Track expenses, maintain filing, and keep records in order so that anything can be found quickly. Chase the things that go quiet. A good deal of this job is noticing what has stalled and restarting it without being asked. Purchasing and sourcing Take a brief, for example a specification, a budget and a deadline, and find suitable suppliers. Most sourcing happens on Chinese platforms such as Taobao and Alibaba. Deal with suppliers in Mandarin. Ask the questions we would ask, negotiate, request samples, and track shipments through to delivery. Compare options on price, quality and lead time, then come back with a recommendation rather than a list of links. Keep simple records of what was ordered, from whom, at what price and when it is due. Who we are looking for Fluent in English and Mandarin, spoken and written. You will correspond with mainland suppliers in simplified Chinese and with Taipei contacts in traditional Chinese, so comfort with both is important. Say clearly in your application which one you write natively. Based in Kuala Lumpur, with the right to work in Malaysia. Three or more years as an executive assistant, personal assistant or office manager. Experience supporting a principal directly, rather than a department, counts for more than years alone. Hands on experience buying from Chinese platforms. Discreet, and able to demonstrate it. We will ask for references and we will ask you to sign a confidentiality agreement before you see anything sensitive. Organised and self directed. You will not be closely managed, and the role only works if you are the person who notices what needs doing.