Personal Secretary

Responsibilities:

• Liaise between the Chief Executive and a wide range of internal and external stakeholders, senior Management, business partners, government and industry bodies, arranging and supporting meetings, preparing agendas, materials and minutes while coordinating follow-ups, to ensure communication remains accurate and timely and every engagement is executed smoothly.
• Gatekeep priorities by screening and prioritising correspondence, calls, visitors and requests and by drafting polished communications on behalf of the Chief Executive, reserving his or her attention for the matters that matter most.
• Direct a complex and demanding diary, reconciling competing demands with sound judgement to keep time focused on top priorities with no clashes or missed engagements; track actions arising from meetings and drive them to closure across departments, upholding accountability and delivering on commitment.
• Coordinate domestic and overseas travel end-to-end itineraries, flights, visas, accommodation and logistics with contingency planning and prepare and proofread confidential reports, presentations and briefing notes ahead of meetings and public engagements, ensuring full preparedness for every engagement.
• Handle personal arrangement with the utmost discretion, appointments, reservations, errands, private administration, and maintain a secure filing system for sensitive corporate and personal records, supporting professional and personal commitments seamlessly.
• Support the Senior Executive Secretary in delivering comprehensive assistance to the office, covering expense claims, invoices, budget tracking and other assignments as required, keeping operations efficient and in full compliance with Group policies.
• Handle special projects assigned by senior management, coordinating resources across departments and driving them through to timely, high-quality delivery.

Requirements:

• Degree holder of Business Administration, HR mgt or equivalent qualifications would be an advantage.

• A minimum of 6 years of executive support experience, including at least 2 years directly supporting a CEO, Executive Director or C-level executive, preferably within a listed company or a sizeable group.

• Sound knowledge of company secretarial practice, including meeting procedures, minute-taking, statutory filings and the governance obligations of listed companies; a professional company secretarial qualification would be an advantage.

• Demonstrates impeccable integrity and discretion, composure under pressure, a strong drive for results and effective communication with stakeholders at all levels.

• Mature, polished and detail-oriented, with strong ownership, the ability to work independently and flexibility with business demands.

• Embraces digital transformation and proactively applies AI tools to support daily work, continuously seeking ways to enhance the efficiency of executive support.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), with experience in preparing executive-level documentation and presentations.

• Excellent command of written and spoken English and Chinese, including Putonghua, with the ability to produce professional-standard correspondence and documents in both languages.