Objective of Role:
To provide efficient secretarial and administrative support, ensuring smooth operations and effective communication within the organization. Responsibilities include managing schedules, coordinating events, handling correspondence, and assisting Directors/General Manager in various tasks.
Duties and Responsibilities:
- Coordinate meetings, conference calls, events, and appointments for Directors/General Manager. This includes making reservations and managing their calendars effectively.
- Act as a liaison between Directors/General Manager and internal/external stakeholders, facilitating communication and coordination as necessary.
- Arrange and organize meetings, ensuring all logistics are in place. Take minutes, follow up on actions, and communicate with relevant personnel.
- Provide full spectrum of personal assistant support by ensuring meetings are properly arranged and organised.
- Handle all correspondences, calls, minutes of meetings, taking messages, following up action, Private and Confidential assignments, run personal errands and other administrative tasks.
- Set reminders for important tasks, appointments, and deadlines, ensuring timely completion of assignments.
- Handle all duties with utmost discretion, maintaining high levels of confidentiality with sensitive information.
- Forward or replying emails and correspondences as necessary.
- Maintain effective filing and data storage systems, including emails, for easy retrieval of information.
- Ensure tasks assigned by the Directors/General Manager are met.
- Plan and organise Company events such as CNY, Annual Dinner, Company Incentive Trip and other festive activities (7th Month Prayer) with HR Dept.
- Prepare corporate gift for festivals such as Mid-Autumn Festival, Christmas and CNY, etc.
- Manage corporate and personal vehicles, including buying/selling, insurance renewal and road tax.
- Perform other duties as assigned by Directors/General Manager.
Travel Arrangements:
- Assist in arranging travel for Directors/General Manager, including booking air tickets, hotel accommodations, and handling other travel-related tasks.
- Arrange complex and detailed travel plans and itineraries.
- Take notes and minutes during meetings, ensuring accurate documentation and follow-up on action items.
- Perform any other administrative tasks as required by Directors/General Manager to support the smooth functioning of the organization.
Requirements:
- ‘A’ Level, Diploma / Degree in any discipline
- Minimum 2 years of experience in a similar role.
- Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
- Willingness to travel for business trips.
- Proficient in both English and Chinese, with the ability to read and write fluently in both languages.
- Ability to take accurate notes and prepare meeting minutes in both English and Chinese.
- Excellent communication skills, both verbal and written, with great interpersonal skills.
- Technologically savvy and resourceful.
- Strong time management, organizational, multitasking, and prioritization skills.
- Proactive and detail-oriented with problem-solving abilities.
- Demonstrated ability to engage employees at different levels.
- Team player with a commitment to maintaining professionalism, integrity, and discretion, particularly when handling confidential matters.
