Personal Secretary

We are seeking a highly organised, reliable and discreet Personal Secretary to provide dedicated secretarial and administrative support to a senior management staff.

Responsibilities

• Manage the executive’s daily calendar, appointments and commitments.
• Arrange business and personal meetings, events and travel itineraries.
• Co-ordinate flights, accommodation, transportation and other travel logistics.
• Prepare correspondence, reports, presentations, briefing notes and meeting materials.
• Screen and manage incoming calls, emails and other communications in a timely and professional manner.
• Maintain accurate records, contact lists, files and confidential documents.
• Liaise with internal departments, business partners, clients and external advisers.
• Attend meetings, take notes and follow up on outstanding matters.
• Handle expense claims, invoices, household or personal administrative matters as required.
• Manage multiple priorities and ensure that important tasks and deadlines are followed up properly.
• Perform other ad hoc duties and personal errands assigned by the executive.

Requirements

• Diploma or degree in Secretarial Studies, Business Administration or a related discipline.
• At least 5 years of relevant experience as a Personal Secretary, Executive Secretary, Executive Assistant or in a similar role.
• Previous experience supporting a senior management staff or business owner is an advantage.
• Excellent organisational, co-ordination and time management skills.
• Fluent in written and spoken English and Chinese (Cantonese and Mandarin).
• Proficient in Microsoft Office including Word, Excel and PowerPoint.
• Strong interpersonal skills and the ability to communicate effectively with people at all levels.
• Flexible, service-minded and able to respond to urgent requests when required.
• Able to work independently, exercise sound judgement and remain calm under pressure.
• High level of integrity, confidentiality and discretion when handling sensitive business and personal information.
• Willing to work outside normal office hours when necessary.