Key Responsibilities
Provide secretarial and administrative support to the General Manager, which includes but not limited to:
1. Schedule & Calendar Management
- Calendar Control: Manage daily calendar, prioritize requests, and coordinate internal and external meetings.
- Logistics & Hospitality: Secure dining reservations, coordinate catering, and handle all related logistics.
2. Travel & Expense Management
- Travel Planning: Handle comprehensive logistics for business trips, including flight and hotel bookings, visa applications, etc.
- Expense Claims: Assist with the timely preparation, submission, and reimbursement of expense claims.
3. Meeting Coordination & Minutes
- Preparation & Setup: Coordinate room reservations, technical setup, and the timely dissemination of meeting notices and materials.
- Documentation: Attend internal and external meetings to take accurate minutes and track action items.
4. Internal Coordination & Reporting
- Report Collation: Assist in preparing work reports by coordinating with internal departments to collate data, draft presentations, and maintain records.
- Liaison & Follow-up: Act as a liaison by relaying messages and tasks to internal teams, ensuring timely follow-ups and reminders.
5. Documentation & Records Management
- Approvals & Signatures: Coordinate the signing of documents and ensure secure, organized record-keeping.
- Communications Screening: Screen and forward incoming emails, letters, and phone calls.
- Database & Directives: Maintain an updated database of business contacts and manage the issuance and archiving of all Management Directives.
6. External Relations
- External Liaison: Assist in the coordination of administrative matters with external organizations and attend corporate functions when required
- Gifting: Manage the ordering and dispatching of corporate gifts and festive hampers
Others:
- Bilingual Support: Provide accurate translation and interpretation work (English and Chinese).
- Company events: Plan, conceptualize, and execute company events, team-building activities, and festive celebrations.
- Perform any other secretarial or administrative tasks as assigned.
Requirements
- Diploma / Degree in Business Administration or related studies.
- At least 5 years of related experience in a similar capacity as Secretary /Personal Assistant/ Executive Assistant to Senior Management.
- Fluent in written and spoken English and Mandarin to manage translation work and facilitate frequent liaison with other offices and external partners.
- Possess excellent communications and interpersonal skills.
- Attention to details.
- A good team player.
