Executive Assistant Marina Retail Corporation

Role Summary

The Executive Assistant (EA) provides high-level administrative and operational support to the Board of Directors (BODs), ensuring effective time management, communication, and coordination across business and personal matters. This role goes beyond traditional executive support and includes responsibilities across HR administration, stakeholder coordination, invoices and payments, BOD meetings and travel and other mandatory documentation. The role requires exceptional organizational skills, discretion, and the ability to handle multiple priorities in a fast-paced environment.

Job Responsibilities

· Provide comprehensive administrative and executive support to the Board of Directors, including managing complex calendars, scheduling meetings, and coordinating appointments.

· Arrange end-to-end travel logistics, flights, accommodations, visas, and immigration requirements — ensuring seamless execution of all travel-related plans.

· Act as the primary liaison between the BODs and internal/external stakeholders, ensuring effective and professional communication.

· Maintain up to date record of BOD’s personal portfolios, tenancy contracts, renewals, organize and maintain filing systems, digital and physical for invoices, contracts and other critical documents.

· Coordinate with Showroom Managers to prepare and consolidate daily discount and daily sales return reports for BOD review.

· Support preparation of meeting materials, agendas, and minutes; track follow-up actions and ensure timely completion of assigned deliverables.

· Maintain an updated BOD contact directory of all key contacts including doctors, lawyers, agents, tenants, and personal staff.

· Oversee front desk and office assistants, ensuring efficient administrative support across Head Office.

· Provide administrative coordination and assist in the execution of company-wide events, including the Annual Staff Party and Warehouse Sale.

· Act as a trusted representative of the BOD’s office, exercising discretion, initiative, and sound judgment in managing day-to-day matters and communications.

What do we need?

· Proven experience as an Executive Assistant to GM or Board of Directors.

· Excellent communication and interpersonal skills with confidence to deal with people at all levels

· Should have an ability to multi-task and handle queries efficiently.

• Exceptional time management, organizational, and multitasking skills.
• Willing to adapt to a rapidly changing environment and new processes and responsibilities

· Discreet and experienced in handling sensitive and confidential information.

· Resourceful, solution-oriented, and always ready to step up and make things happen.