Executive Secretary

Administrative Executive / Secretary

We are seeking a highly organized and proactive Executive Secretary to provide comprehensive secretarial and administrative support to a specified department. The ideal candidate will be responsible for managing schedules, handling various administrative tasks, coordinating office operations, and ensuring the smooth functioning of daily activities. The Executive Secretary will play an instrumental role in maintaining effective communication, managing schedules, and assisting in the efficient operation of our team.

Your role:

• Manage and maintain executives' schedules, appointments, and travel arrangements
• Coordinate and organize meetings, conferences, company events, and employee activities
• Handle incoming and outgoing communications, including emails, phone calls, and mail
• Assist in the preparation of presentations, meeting agendas, and meeting minutes
• Provide administrative support to various departments and team members as needed
• Handle sensitive and confidential information with utmost discretion and professionalism
• Proactively identify opportunities to improve administrative processes and implement efficient solutions
• Maintain office security protocols, including access control and visitor management
• Manage office budgets and expenses, ensuring cost-effectiveness and adherence to financial guidelines
• Assist in onboarding new employees, including setting up workstations and necessary equipment
• Manage office supplies, inventory, and equipment, including procurement and maintenance
• Support facilities management, including liaising with building management and overseeing maintenance and repairs
• In addition to the listed tasks, the holder of the position is obliged to implement ad hoc tasks or projects

To succeed in your role:

• Bachelor's degree or relevant qualification as administrative executive/secretary
• Experience in supporting a sizable organization is highly preferred
• Prior experience in supporting executive-level staff
• Good team spirit, pleasant character, able to harmonize working relationships with different stakeholders and team assistants
• Well-developed organizational skills with the ability to prioritize work
• Reliable, agile and flexible mindset
• Strong attention to detail, accuracy at work and excellent time management skills
• Excellent verbal and written communication skills in both Chinese and English
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiar with Mainland China/Greater Bay Area will be an advantage