Senior Secretary

Responsibilities

• Arrange and coordinate meetings


• Handle end-to-end travel arrangements, including flight and hotel bookings, visa/arrival card applications, flight check-in, and airport pick-up


• Prepare and submit reimbursement applications, including medical fees, school fees, business trip expenses, and miscellaneous claims (e.g. taxi fare, meals with guests)


• Support invoice payment approval processes and follow up with relevant parties


• Register and follow up on staff onboarding and offboarding activities


• Provide logistics and administrative support for on-site and off-site meetings and events (e.g. regional IT meetings, departmental activities)


• Assess, register, and maintain records of new and existing suppliers and contractors in compliance with ISO 14001 requirements


• Conduct ISMS assessments for new suppliers and vendors, including risk evaluation, NDA coordination, and guidance note preparation


• Prepare budgets for O&M items and IT cost sharing for OpCos (in coordination with the IT Admin Officer)


• Prepare and submit business proposals for purchased items


• Prepare expense recharge reports and follow up with Finance & Accounting


• Maintain and update expense records for O&M, new purchases, and projects


• Prepare and submit APAC IT budget and expense reports to RCL (once or twice per year)


• Track staff WFH records and leave information


• Manage stationery ordering and office supplies


• Handle visitor registration and guest access card applications


• Perform other general administrative duties as required

Requirements

• Diploma or above in Business Administration, Secretarial Studies, or related disciplines


• 3 to 5 years’ experience in secretarial and administrative roles (executive support preferred)


• Strong organizational, coordination, and documentation skills


• Experience in budgeting, expense tracking, and invoice processing is an advantage


• Familiar with MS Office (Word, Excel, PowerPoint) and corporate systems


• Discreet, detail-oriented, and able to handle confidential information


• Good communication skills in English and Chinese (spoken and written)