Secretary to General Manager

Key Responsibilities

Provide secretarial and administrative support to the General Manager, which includes but not limited to:

1. Schedule & Calendar Management

• Calendar Control: Manage daily calendar, prioritize requests, and coordinate internal and external meetings.
• Logistics & Hospitality: Secure dining reservations, coordinate catering, and handle all related logistics.

2. Travel & Expense Management

• Travel Planning: Handle comprehensive logistics for business trips, including flight and hotel bookings, visa applications, etc.
• Expense Claims: Assist with the timely preparation, submission, and reimbursement of expense claims.

3. Meeting Coordination & Minutes

• Preparation & Setup: Coordinate room reservations, technical setup, and the timely dissemination of meeting notices and materials.
• Documentation: Attend internal and external meetings to take accurate minutes and track action items.

4. Internal Coordination & Reporting

• Report Collation: Assist in preparing work reports by coordinating with internal departments to collate data, draft presentations, and maintain records.
• Liaison & Follow-up: Act as a liaison by relaying messages and tasks to internal teams, ensuring timely follow-ups and reminders.

5. Documentation & Records Management

• Approvals & Signatures: Coordinate the signing of documents and ensure secure, organized record-keeping.
• Communications Screening: Screen and forward incoming emails, letters, and phone calls.
• Database & Directives: Maintain an updated database of business contacts and manage the issuance and archiving of all Management Directives.

6. External Relations

• External Liaison: Assist in the coordination of administrative matters with external organizations and attend corporate functions when required
• Gifting: Manage the ordering and dispatching of corporate gifts and festive hampers

Others:

• Bilingual Support: Provide accurate translation and interpretation work (English and Chinese).
• Company events: Plan, conceptualize, and execute company events, team-building activities, and festive celebrations.
• Perform any other secretarial or administrative tasks as assigned.

Requirements

• Diploma / Degree in Business Administration or related studies.
• At least 5 years of related experience in a similar capacity as Secretary /Personal Assistant/ Executive Assistant to Senior Management.
• Fluent in written and spoken English and Mandarin to manage translation work and facilitate frequent liaison with other offices and external partners.
• Possess excellent communications and interpersonal skills.
• Attention to details.
• A good team player.