The Secretariat Executive is responsible for providing personalized secretarial and administrative support to Management and the Board of Directors in a professional and timely manner. The role involves working one-on-one with Management and the Board of Directors on a wide variety of matters. The candidate must be flexible to meet demands and ideally possess a cheerful disposition, impeccable organizational skills, and prior experience in a Secretariat support role.
Duties and Responsibilities
- Serve as the primary point of contact between the executives and internal/external clients.
- Maintain a daily electronic journal, arrange meetings and appointments, and provide reminders as needed. Maintain a master calendar of all conferences and events.
- Manage Board Administration matters.
- Handle requests, feedback, and queries quickly and professionally.
- Arrange conferences and event arrangements as needed.
- Take dictation and meeting minutes, accurately enter notes, and distribute (in both English & Chinese).
- Produce professional-quality reports, presentations, and briefs.
- Develop and maintain an efficient documentation and filing system for both paper and electronic records.
- Perform simple financial tasks (raise payments in Velocity @ OCBC).
- Update the website (using WordPress).
- Perform weekend and night meetings/duties as required.
Requirements and Qualifications
- Minimum of 2 years of experience as a Senior Executive Assistant or in a similar secretarial position.
- Possess full knowledge of office management systems and procedures.
- Effectively bilingual in both spoken and written English and Mandarin to communicate with Mandarin-speaking associates.
- Strong communication skills and a pleasant personality.
- Demonstrates a good balance between being task-oriented and people-oriented.
- Exemplary planning, organizational, and time management skills.
- Ability to stay calm and on-task in high-stress situations.
- Up to date with today’s office technology and computer software, including MS Office, presentation tools, and editing software.
- Ability to multitask, prioritize daily workload, and work independently.
- Principled and reliable in handling personal and confidential information.
