Job Description

Executive Assistant & Project Coordinator

Hotwire Asia Pacific is a technology-focused consultancy with over two decades of expertise in driving impactful actions for clients worldwide. We specialize in crafting compelling stories for global B2B enterprise technology, cloud, and regional telecom businesses, leveraging our skills in demand generation, lead nurturing, and customer retention. Our client portfolio includes renowned names such as AWS, Google Cloud, Oracle, and Telekom Malaysia. At Hotwire, our goal is to deliver exceptional consultancy experiences for both our clients and our team members. We are dedicated to fostering marketing ROI through strategic branding, communications, and digital marketing campaigns.

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Project Coordinator to support the Managing Director of our UK business and provide project coordination support to the UK PR team.

This is a dual-purpose role requiring exceptional administrative, communication, and stakeholder management skills. The successful candidate will serve as the primary support partner to the Managing Director, managing priorities, schedules, communications, and day-to-day operations. In addition, they will coordinate projects, track deliverables, and support the smooth execution of client and internal initiatives across the PR team.

Key Responsibilities

Executive Assistant Support

• Manage the Managing Director's complex and evolving diary, ensuring effective prioritization of meetings and commitments.
• Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up actions.
• Organize domestic and international travel arrangements and itineraries.
• Act as a key point of contact for internal and external stakeholders.
• Support inbox management and prioritization of communications where required.
• Track key actions and strategic priorities on behalf of the Managing Director.
• Coordinate leadership meetings, team events, and business activities.
• Prepare presentations, briefing documents, reports, and meeting materials.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide administrative support to ensure the efficient running of the Managing Director's office.

Project Coordination Support

• Support the UK PR team in planning, tracking, and coordinating projects and initiatives.
• Maintain project trackers, timelines, status updates, and action logs.
• Monitor deadlines and follow up with stakeholders on agreed deliverables.
• Coordinate project meetings and document actions and next steps.
• Support reporting and operational updates for team leadership.
• Assist with resource coordination and workflow management across the team.
• Identify and escalate project risks, issues, or potential delays.
• Contribute to process improvements that enhance team efficiency and delivery.

Qualifications

Essential

• Bachelor's degree in any discipline.
• Minimum 5 years of experience in an Executive Assistant, Personal Assistant, Administrative Business Partner, Project Coordinator, or similar role.
• Experience supporting senior leaders at Director, Managing Director, Partner, or C-suite level.
• Experience managing complex schedules, multiple priorities, and stakeholder relationships.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel.
• Excellent written and verbal communication skills in English.
• Ability and willingness to work UK business hours.

Desirable

• Experience within a PR, communications, marketing, media, agency, or professional services environment.
• Experience supporting geographically dispersed or international teams.
• Familiarity with project management software such as Asana, Monday.com, Smartsheet, Trello, or Jira.
• Relevant certification in project management, business administration, or executive support.

Skills & Competencies

• Exceptional organization and attention to detail.
• Strong planning, prioritization, and time-management skills.
• Ability to anticipate needs and take initiative.
• Excellent interpersonal and stakeholder management skills.
• Strong written and verbal communication abilities.
• Professionalism, discretion, and sound judgment.
• Ability to remain calm and effective in a fast-paced environment.
• Strong problem-solving and decision-making capabilities.
• Collaborative approach with the ability to work independently.
• Commitment to delivering a high standard of service and support.

Success in This Role

• Enable the Managing Director to focus on strategic priorities through exceptional executive support.
• Ensure commitments, meetings, and communications are effectively coordinated and managed.
• Improve visibility and accountability across team projects and deliverables.
• Build trusted relationships with stakeholders across the UK business.
• Demonstrate ownership, initiative, and reliability in a dynamic and fast-moving environment.

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