Executive Secretary

**Position Overview**:
The **Executive Secretary** provides high-level administrative support to Directors and management teams, ensuring smooth office operations and effective communication. This role is critical in supporting high-ranking officials by preparing management paperwork, liaison personnel for Company’s counterparts & stakeholders, managing correspondence, and performing various administrative tasks. They possess excellent time management and organizational skills, proficiency in office software, and a strong understanding of business administration.

**Duties and Responsibilities**:
I. Calendar and Schedule Management:

- Organize and manage the executive's calendar, including meetings, appointments, and travel arrangements.
- Coordinate with internal and external parties to schedule and confirm meetings.
- Prioritize and ensure timely resolution of conflicting appointments and commitments.

II. Correspondence Handling:

- Maintain a well-organized system for incoming and outgoing communication.

III. Meeting Coordination and Preparation:

- Schedule, organize, and prepare materials for meetings, including agendas, presentations, and reports.
- Attend meetings to take minutes, document action items, and follow up on outstanding issues.
- Ensure all required meeting logistics, including room bookings, technical setup, and refreshments, are handled.

IV. Document and File Management:

- Organize and maintain both digital and physical filing systems, ensuring records are accurate, current, and easily accessible.
- Handle sensitive documents and information with the utmost confidentiality.
- Prepare and manage reports, presentations, proposals and other documents for the Directors and top management.

V. Travel Coordination:

- Arrange travel itineraries, including flights, accommodations, and transportation.
- Ensure the executive has all necessary documents and information for travel.

VI. Liaison and Communication:

- Act as the main point of contact between the executive and staff, clients, or stakeholders.
- Communicate effectively and professionally with internal and external parties on behalf of the Directors and top management.

VII. Office Administration:

- Manage office supplies, equipment, and inventory, ensuring the executive’s office is well-equipped and functioning smoothly.
- Handle general office duties, such as managing phone calls, responding to inquiries, and providing general support as needed.

VIII. Special Projects:

- Assist with special projects, research, process-making and tasks as directed by the Directors and top management.
- Provide support for organizational initiatives or events as necessary**.**

**Skills & Qualifications**:

- Bachelor's degree or equivalent experience in administration, business, or related field.
- Proven experience as an executive secretary, executive assistant, or similar role.
- Experience in handling sensitive and confidential information.
- Strong organizational and time management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
- Excellent written and verbal communication skills.
- Ability to multitask and prioritize tasks effectively.
- High level of attention to detail and accuracy.
- Discretion and professionalism in dealing with confidential information.
- Proficiency in Mandarin will be an added advantage

**Personal Attributes**:

- Strong interpersonal skills with the ability to build relationships at all levels.
- High degree of professionalism and a proactive attitude.
- Ability to work independently with mínimal supervision and as part of a team.
- Flexibility and adaptability to changing needs and priorities.

**Job Types**: Full-time, Permanent

**Benefits**:

- Flexible schedule
- Health insurance
- Maternity leave
- Opportunities for promotion
- Professional development

Schedule:

- Monday to Friday

Supplemental Pay:

- Yearly bonus

**Language**:

- Mandarin (required)