The Secretary to the Managing Director, provides executive-level support, ensuring smooth day-to-day operations and high-efficiency decision-making processes. The role demands strong organizational skills, attention to detail, and the ability to work independently. The ideal candidate will have experience supporting a CEO or General Manager, preferably in a trading company or automotive firm. Fluency in both Chinese and English is essential due to the company’s close collaboration with manufacturers in China. The candidate must also be adept at drafting business correspondence and coordinating with various departments and Principals
Key Responsibilities
- Provide comprehensive administrative support to the Director, including managing schedules, appointments, and travel itineraries.
- Draft business letters and reports in both English and Chinese. Proofread documents, ensuring proper formatting and accuracy.
- Organize meetings with internal departments, customers, and Principals. Prepare agendas and record meeting minutes.
- Review and verify the costings of products to ensure that all products brought in are reasonably priced and align with the company’s budget and purchasing standards.
- Oversee and review business travel agenda for HoDs, ensuring they adhere to the HoD’s travel budget and are approved by the Director for maximum efficiency.
- Act as a point of contact between the Director and various HoDs, ensuring seamless communication across departments and external stakeholders.
- Screen calls, emails, and correspondence for the Director, prioritizing urgent matters and responding on their behalf when appropriate.
- Assist with special projects, ensuring deadlines are met. Research relevant information and prepare briefing materials.
- Maintain an organized filing system and handle other administrative tasks as needed.
- Handle sensitive and confidential information with discretion.
Requirements
- Degree in Business Administration, Secretarial Studies, or a related field.
- Minimum 3 years of experience as an executive secretary or personal assistant, ideally in the automotive industry or a related sector.
- Excellent organizational and multitasking skills.
- Strong written and verbal communication skills.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- High level of professionalism and confidentiality.
- Ability to work independently and as part of a team.
- Time management and problem-solving skills.
