Secretary

Job Summary

Business
1.    Administrative Support:

• Provide administrative support, including managing schedules, coordinating meetings, and preparing necessary materials.
• Handle all correspondence, ensuring timely responses and appropriate follow-ups.

2.    Meeting Coordination:

• Schedule and organize meetings, conferences, and travel arrangements for executives.
• Prepare agendas, take minutes, and distribute them to relevant parties.

3.    Documentation and Reporting:

• Prepare and edit reports, presentations, and other documents as required.
• Maintain accurate records and files, ensuring confidentiality and security of sensitive information.

4.    Communication Management:

• Act as a liaison between executives and internal/external stakeholders.
• Manage and prioritize the flow of information, ensuring executives are kept informed of pertinent issues.

5.    Support on Colleague Communities & Employee Volunteering projects:

• Assist in the planning and execution of special projects.
• Monitor project timelines and deliverables, ensuring deadlines are met.

6.    Office Management:

• Oversee the maintenance of office supplies and equipment.
• Ensure the office operates smoothly and efficiently.

7.    Event Planning:

• Organize and coordinate corporate events, meetings, and functions.

Manage event logistics, including venue selection, catering, and guest lists

Risk Management
•    Confidentiality and Discretion:

• Handle all matters with the utmost confidentiality and discretion.
• Ensure sensitive information is protected and only disclosed to authorized individuals.

Key stakeholders

•    Stakeholder Management:

•  Build and maintain strong relationships with internal and external stakeholders.

•    Multitasking and Prioritization:

• Manage multiple tasks and projects simultaneously, prioritizing effectively to meet deadlines.
• Adapt to changing priorities and demands with flexibility and resilience.

Skills and Experience

Calendar Management
Stakeholder Management
MS Office 
Organisation

Qualifications

EDUCATION     DIPLOMA OR ABOVE IN ADMINISTRATION, BUSINESS MANAGEMENT OR RELATED DISCIPLINE;     
LANGUAGES     VERBAL AND WRITTEN CANTONESE, ENGLISH 
VERBAL MANDARIN IS HIGHLY PREFERRED