Executive Assistant (6 months contract - Maternity Cover)

Job Purpose:

To assist the Managing Director by providing comprehensive secretarial and administrative support . The role will also be responsible for overall office management, coordinating centralisation of key vendors, and may have involvement in company projects.

Key Responsibilities:

• Manage Managing Director's calendar, including scheduling appointments, meetings, conference calls, and organizing lunches and client dinners as required.

• Prepare Managing Director monthly expense claims to Accounting

• Arrange and prepare for meetings, including reserving meeting rooms, setting up equipment, coordinating meals, and distributing meeting agendas as directed by the Managing Director.

• Coordinate between local Brands and Divisions for necessary Managing Director approvals as well as to manage in/out tray for Managing Director highlighting urgent documentation needing approval

• Manage and coordinate all travel arrangements for the Managing Director, as well as assist other senior management members with booking flights for international travel.

• Support the Managing Director by maintaining an organized filing system, handling document organization, photocopying, scanning, and other administrative tasks as needed.

• Acts as liaison for senior management team in conjunction with Managing Director schedule

• Welcome guests in person and provide office tour for new senior management where needed; Visitors for Managing Director follow up:

  1. Handle hotel bookings for visitors and send out confirmation
  2. Handle room arrangement and other issues
  3. Prepare itineraries where necessary

Requirements:

• Minimum 8 years of experience in administrative/secretarial duties preferably with a background in the retail industry
• University Degree in a related discipline is preferred
• Proficient in Microsoft Office including MS Word, Excel, PowerPoint etc.
• Excellent command of English, Cantonese and Mandarin, both orally and in writing
• Experience in office relocation is preferred

** Immediately available is preferred.