Ultima Markets is an online trading broker that provides users access to trade 250+ financial instruments. With a slogan, Ultimate Gateway to Trading, Ultima Markets is a fast-growing and fully licensed broker. Ultima Markets has served clients in more than 172 countries with over 2000 outstanding staff of diverse talents and backgrounds in more than 15 offices globally.
For more information, you can visit our website: https://www.ultimamarkets.com/
Key Responsibilities:
- Comprehensive Administrative Support: Provide high-level administrative support to the HOD, including managing their calendar, scheduling meetings across multiple time zones, handling correspondence, preparing presentations and reports, and overseeing day-to-day operations.
- Travel Coordination: Organize and manage complex travel arrangements for the HOD across the APAC region. This includes booking flights, hotels, ground transportation, and coordinating logistics for meetings, events, and conferences.
- Regional Coordination: Serve as a point of contact for key stakeholders across APAC, ensuring timely communication and smooth execution of plans, and assisting with coordination of regional initiatives and strategies.
- Problem-Solving: Quickly identify potential issues in operations, logistics, or communication, and apply creative, effective solutions to ensure continuous progress and eliminate disruptions.
- Out-of-the-Box Thinking: Think critically and creatively to identify opportunities for process improvements, efficiency gains, and enhanced productivity for the HOD and the department.
- Event and Meeting Planning: Manage the logistics for regional meetings, conferences, and other events. Handle the coordination of venues, agendas, invitations, and materials to ensure seamless execution.
- Confidentiality & Discretion: Handle sensitive and confidential information with discretion and professionalism at all times.
- Cross-Departmental Collaboration: Work closely with internal teams across multiple regions to support ongoing projects and initiatives, ensuring alignment and successful execution.
- Regional Insight: Develop a good understanding of the specific business needs, challenges, and cultural nuances within the APAC region, and use this insight to help tailor strategies and approaches.
Key Skills & Qualities:
- Problem-Solving: Strong ability to identify problems quickly and provide innovative, actionable solutions to complex situations.
- Adaptability & Flexibility: Comfortable with frequent travel, adjusting to new locations, and dealing with ever-changing schedules and priorities in the fast-paced APAC region.
- Attention to Detail: A sharp eye for identifying potential issues, inconsistencies, or inefficiencies in schedules, logistics, or operations.
- Strong Communication Skills: Effective communication with stakeholders from diverse cultural backgrounds; able to represent the HOD professionally and confidently.
- Proactive & Resourceful: Ability to anticipate the needs of the HOD and act without requiring constant direction. Proactive in addressing challenges before they arise.
- Cultural Awareness: Understanding of the unique cultural aspects and business practices in the APAC region. Ability to navigate diverse work environments with sensitivity.
- Travel Expertise: Experience managing travel arrangements and navigating regional logistics, with the ability to adjust plans as necessary due to unforeseen circumstances.
- Discretion & Professionalism: Handle sensitive matters with tact and maintain confidentiality in all business dealings.
Qualifications & Experience:
- Proven experience as a secretary or in a senior administrative role, ideally within a multinational or APAC-focused organization.
- Experience in supporting senior executives or leadership teams, particularly with regional or international scope.
- Strong proficiency in MS Office Suite, Google Workspace, and other business productivity tools.
- Experience in handling logistics and managing complex travel plans, especially across the APAC region.
- Fluency in English and Mandarin is required; knowledge of an additional APAC language (e.g., Cantonese, etc.) would be an asset.
- Bachelor's degree or equivalent work experience is preferred.
Additional Information:
- Travel Requirement: This role requires travel within the APAC region (estimate once or twice a month). The candidate should be comfortable with the demands of travel and quick adjustments to changing schedules.
- Growth Opportunities: This role offers the potential for career advancement, with exposure to high-level strategic initiatives and a growing international business network.
