Secretary - Unlimited Growth Potential

RESPONSIBILITIES

1. Calendar Management:
   • Manage the Chairman's calendar, scheduling appointments, meetings, and events based on priorities and availability.
   • Coordinate with internal and external stakeholders to arrange meetings and ensure the Chairman's attendance as required.
2. Communication Liaison:
   • Serve as the primary point of contact for the Chairman, screening phone calls, emails, and other correspondence.
   • Coordinate meetings, agendas, and communications to ensure alignment and clarity.
   • Draft, review, and edit documents, letters, memos, and reports on behalf of the Chairman, ensuring accuracy and professionalism.
3. Meeting Coordination:
   • Coordinate and prepare materials for board meetings, committee meetings, and other gatherings chaired by the Chairman.
   • Attend meetings, take minutes, and distribute meeting agendas and action items to relevant parties 
   • Draft, proofread, and edit personal documents, letters, and communications as needed.
4. Travel Arrangements:
   • Arrange travel arrangements for the Chairman, including flights, accommodations, transportation, and visas.
   • Provide detailed itineraries and travel documents, and assist with travel-related expenses and reimbursements.
5. Administrative Support:
   • Handle administrative tasks such as filing, record keeping, expense tracking, and managing office supplies.
   • Maintain organized electronic and physical filing systems, ensuring easy access to important documents and information.
6. Confidentiality and Discretion:
   • Handle sensitive and confidential information with the utmost discretion and confidentiality.
   • Exercise sound judgment in managing confidential matters and maintaining confidentiality at all times.
7. Team Leadership:
   • Provide leadership and mentorship to support staff within the CEO's office.
   • Foster a collaborative and positive work environment, promoting professional development and growth.
   • Set clear expectations, goals, and priorities for the team, monitoring progress and providing feedback as needed.
8. Strategic Planning:
   • Assist in the development and implementation of long-term strategic plans and goals.
   • Track KPIs and metrics to measure progress and success.
   • Identify emerging trends, opportunities, and challenges that may impact the organization's objectives.
9. Event Planning and Coordination:
   • Assist in planning and organizing personal events, gatherings, and special occasions for the Chairman and their family.
   • Coordinate logistics, catering, invitations, and other arrangements to ensure successful and memorable events.
10. Errands and Miscellaneous Tasks:
    • Run personal errands for the Chairman, such as shopping, banking, and other tasks as needed.
    • Handle ad-hoc requests and miscellaneous tasks to support the Chairman's personal and professional needs.

REQUIREMENTS

• Bachelor's degree or equivalent work experience in business administration, secretarial studies, or related field.
• Proven experience as a secretary, executive assistant, or similar role, preferably supporting senior executives or high-profile individuals.
• Excellent communication and interpersonal skills, with fluency in English and Mandarin.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Attention to detail and accuracy in managing administrative tasks, records, and correspondence.
• Ability to work independently with minimal supervision and handle multiple tasks simultaneously.
• Professionalism, discretion, and confidentiality in handling sensitive information and communications.