Personal Assistant - #1114975

Objective of Role: 

To provide efficient secretarial and administrative support, ensuring smooth operations and effective communication within the organization. Responsibilities include managing schedules, coordinating events, handling correspondence, and assisting Directors/General Manager in various tasks.

Duties and Responsibilities: 

• Coordinate meetings, conference calls, events, and appointments for Directors/General Manager. This includes making reservations and managing their calendars effectively.

• Act as a liaison between Directors/General Manager and internal/external stakeholders, facilitating communication and coordination as necessary.

• Arrange and organize meetings, ensuring all logistics are in place.  Take minutes, follow up on actions, and communicate with relevant personnel.

• Provide full spectrum of personal assistant support by ensuring meetings are properly arranged and organised.

• Handle all correspondences, calls, minutes of meetings, taking messages, following up action, Private and Confidential assignments, run personal errands and other administrative tasks.

• Set reminders for important tasks, appointments, and deadlines, ensuring timely completion of assignments.

• Handle all duties with utmost discretion, maintaining high levels of confidentiality with sensitive information.

• Forward or replying emails and correspondences as necessary.

• Maintain effective filing and data storage systems, including emails, for easy retrieval of information.

• Ensure tasks assigned by the Directors/General Manager are met.

• Plan and organise Company events such as CNY, Annual Dinner, Company Incentive Trip and other festive activities (7th Month Prayer) with HR Dept.

• Prepare corporate gift for festivals such as Mid-Autumn Festival, Christmas and CNY, etc.

• Manage corporate and personal vehicles, including buying/selling, insurance renewal and road tax.

• Perform other duties as assigned by Directors/General Manager.

Travel Arrangements

• Assist in arranging travel for Directors/General Manager, including booking air tickets, hotel accommodations, and handling other travel-related tasks.

• Arrange complex and detailed travel plans and itineraries.

• Take notes and minutes during meetings, ensuring accurate documentation and follow-up on action items.

• Perform any other administrative tasks as required by Directors/General Manager to support the smooth functioning of the organization.

Requirements:

• ‘A’ Level, Diploma / Degree in any discipline

• Minimum 3 to 4 years of experience in a similar role.

• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).

• Willingness to travel for business trips.

• Proficient in both English and Chinese, with the ability to read and write fluently in both languages.

• Ability to take accurate notes and prepare meeting minutes in both English and Chinese.

• Excellent communication skills, both verbal and written, with great interpersonal skills.

• Technologically savvy and resourceful.

• Strong time management, organizational, multitasking, and prioritization skills.

• Proactive and detail-oriented with problem-solving abilities.

• Demonstrated ability to engage employees at different levels.

• Team player with a commitment to maintaining professionalism, integrity, and discretion, particularly when handling confidential matters.